HR Specialist

Job descriptionBusiness type Types of Jobs - Human Resources Job title HR Specialist Contract type Permanent Contract Management position No Job summary The HR Specialist is responsible for supporting the HR function through Benefits administration, recruitment support, employee onboarding and backing up payroll. Working closely with two HR Business partners and a Payroll specialist, this role ensures the smooth execution of the operational processes that sustain the employee lifecycle.Key ResponsibilitiesBENEFITS ADMINISTRATION- Enrollment & Employee Support: Administer new hire benefits elections and qualifying life event changes; serve as primary point of contact for all employee benefits questions, issues, and troubleshooting- Disability Management: Manage short-term disability (STD) and long-term disability (LTD) claims; coordinate with employees, managers, and carriers throughout the leave process; ensure compliance with leave policies- Vendor & Carrier Management: Coordinate with insurance carriers, brokers, and TPAs; manage vendor relationships and service level issues; support annual renewals and plan changes- Invoice & Billing Management: Process and reconcile monthly benefits invoices; verify billing accuracy against employee census data; coordinate payment with finance/accounting; resolve billing discrepancies with vendors- Benefits Data & Documentation: Maintain accurate benefits records in HRIS; create employee communications and resources; track participation rates and benefits metrics- Onboarding & Offboarding: Present benefits orientation to new hires; process benefit terminations for departing employees; coordinate final deductions and retirement plan distributionsRECRUITMENT SUPPORT- Hiring Manager Support: Collaborate with the recruiter to guide hiring managers and stakeholders through the recruitment process; provide timelines, information on required steps, and key milestones- Job Posting and Sourcing: Partner with recruiter to post approved positions on internal and external sites; screen resumes; identify qualified candidates- Interview Coordination: Work with recruiter, hiring managers, and HRBPs to schedule interviews; conduct initial interviews and gather feedback- Approval and Follow-up: Prepare recruitment files for approval; submit for final sign-off and maintain timely communication with candidates and stakeholders- Optimization: Maintain up-to-date trackers; promote referral program; support evaluation of job market toolsEMPLOYEE ONBOARDING- Pre-Start Preparation: Coordinate with IT, PCS, and relevant departments to ensure equipment, system access, workspace, and pass are ready before first day- Document Collection: Ensure all required employment forms and compliance documents are received, verified, and processed before first day- Orientation Sessions: Schedule and facilitate orientation sessions covering company policies, culture, benefits, and key tools- Manager and Team Coordination: Work with hiring managers to plan new hire's first week and integration into the team Supplementary Information PAYROLL BACKUP- Serve as backup for payroll processing during absences or peak periods- Process payroll changes including new hires, terminations, and compensation adjustments- Assist with payroll reconciliation and resolve employee payroll inquiriesSupport in various projects such as compensation and benefits-related project, annual review cycles or policy updates.Key Internal contacts- Head of Human Resources- HR Business Partner Team- Budget Sourcing Management Team- Hiring Managers (across business lines)- Division Heads- Employees- Paris HR TeamKey External contacts- Staffing Agencies, candidates, benefits vendors Position location Geographical area America, Canada City MONTREAL Remote work hybridCandidate criteria Minimal education level Bachelor Degree / BSc Degree or equivalent Academic qualification / Speciality - Bachelor’s degree in Human Resources, Business administration or related field. Level of minimal experience 3-5 years Experience - Experience with benefits administration (enrolments, changes, vendor relations, employee support).- Exposure to payroll processes and employee on-boarding Required skills - High attention to detail and accuracy- Autonomy and initiative- Strong organizational and administrative skills; ability to manage multiple priorities- Excellent communication and customer service mindset- Discretion and confidentiality in handling sensitive HR information- Problem-solving mindset and ability to follow processes with consistency and reliability- Team-orientated, collaborative approach Technical skills required - Comfort with HRIS Systems, data entry and maintaining employee records- Knowledge of Canadian HR practices; familiarity with Quebec labor standards an asset- Proficiency in MS Office, especially Excel- Experience working with payroll and benefits platforms Languages English, French