US Retirement & Savings Programs Specialist

Wilson; Toronto; Hybrid; CAD 85,000 - 95,000; Full time

Job summary

Wilson in Canada is seeking a US Retirement & Savings Programs Specialist to support retirement, savings and benefits programs administration. The role focuses on ESPP, 401(k) compliance, audits, and cross-functional collaboration across HR, Payroll and Finance.

This permanent, hybrid position (2-3 days onsite) offers growth in a large-scale benefits program environment and exposes you to mergers, acquisitions and multi-jurisdictional compliance initiatives.

Qualifications

• 3-5+ years in US benefits, retirement and/or equity program experience.
• Experience with ESPP and US retirement plans (401(k)).
• Experience in a publicly traded company.
• Ability to work cross-functionally with HR, Payroll, Finance and Legal.
• Strong analytical and compliance skills with attention to detail.

Responsibilities

• Support ESPP implementation, eligibility rules, payroll integration and testing.
• Ensure ESPP compliance with IRS Sec 423 and securities regulations.
• Manage purchase period activities, con- tribution reconciliation and account updates.
• Coordinate employee communications and enrollment campaigns for new/changed plans.
• Audit contributions, share purchases and vendor records regularly.
• Support plan mergers, acquisitions and integrations across populations.
• Develop compliant retirement processes for new jurisdictions and entities.
• Manage annual 401(k) compliance activities and testing requirements.
• Prepare Form 5500 filings and support plan audits and year-end reporting.
• Serve as SME on retirement programs with HR, Payroll and employees.
• Respond to benefits and retirement inquiries and resolve issues with vendors.

Skills

US retirement plans

ESPP administration

Publicly traded co exp

M&A / plan integration

Pension legislation knowledge

Job description

Work Arrangement: Hybrid (2-3 days onsite)

Position Type: Permanent

Compensation: $85K - $95K

Our client, a major Canadian construction and infrastructure development company, is seeking a US Retirement & Savings Programs Specialist.

The US Retirement & Savings Programs Specialist will be responsible for supporting the HR team in retirement, savings and benefits programs administration. The Specialist will also assist in developing, implementing, improving and supporting programs, processes and tools to help achieve department’s strategic objectives.

Key Responsibilities:

• Support the implementation and ongoing administration of the Employee Share Purchase Plan (ESPP), including plan setup, eligibility rules, payroll integration, vendor configuration, testing, launch activities.
• Ensure administration of the ESPP complies with IRS Sec 423 and applicable securities regulations.
• Manage purchase period activities, including contribution reconciliation, share purchases, and account updates.
• Coordinate employee communications, training materials, FAQs, and enrollment campaigns related to new plan launch and current plan changes.
• Perform regular audits and reconciliations of employee contributions, share purchases, and vendor records
• Support plan mergers, acquisitions, and organizational integrations by evaluating retirement and ESPP impacts and coordinating implementation activities for acquired employee populations.
• Develop procedures and best practices to ensure compliance in new jurisdictions and legal entities.
• Manage annual 401(k) compliance activities, including top-heavy testing, coverage testing, and other IRS non-discrimination testing requirements.
• Prepare Form 5500 filings, support annual plan audits, year-end activities and regulatory reporting requirements.
• Work with HR, Payroll and employees as subject matter expert on all elements of retirement programs.
• Provide day to day guidance and timely responses to benefits and retirement related inquiries from employees and HR.
• Partner with internal teams and service providers to resolve issues and recommend solutions for sensitive or unique situations.
• Ensure compliance with applicable benefits, pension, and savings plan legislation.
• Recommend and implement pension and retirement process improvements.
• Prepare pension and benefits reports and presentations as required.
• Review and prepare service provider invoices for payment.
• Support special projects as required.

Qualifications & Skills:

• 3-5+ years of relevant U.S. benefits, retirement and/or equity program experience, including in-depth experience with Employee Stock Purchase Plans (ESPP) and U.S. retirement plans (401(k)).
• Experience working within a publicly traded company.
• M&A and plan integration/harmonization experience preferred.
• Strong understanding of pension legislation and compliance/filing requirements
• Proven ability to work independently and collaboratively across HR, Payroll, Finance, Legal, and external vendor teams to meet deadlines and deliver results.
• Thrives in a fast-paced, high-volume changing environment with competing priorities and deadlines.
• Effectively prioritizes workload, balances operational and project-based responsibilities, and adapts to changing business needs.
• Detailed oriented with strong analytical and problem-solving skills, organized and thorough with desire for continuous improvement and growth with a focus on automation
• Strong problem-solving skills with the ability to identify issues, assess risks, and implement timely solutions.
• Knowledge of benefits and pension theory and practice, with the ability to use judgment in applying this knowledge when dealing with complex and confidential issues
• Exercises sound judgment and strong organizational skills to manage sensitive and confidential employee information.

The indicated pay range is a good-faith estimate based on required qualifications, experience, training, and other factors permitted by law. It reflects the pay band established by the client company. Actual offers may vary depending on skills, experience, geographic location, and expected work quality. Most candidates start in the lower half of the range. Pay history is not considered where prohibited by law. This information serves as a general guideline for compensation discussions.

To support a fair and efficient hiring process, we may use artificial intelligence (AI) tools to help review applications. Our team carefully reviews all candidates, and AI is used only as a support tool - never as the sole decision-maker.