HR Shared Services Coordinator

Location: Ottawa, Canada

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

**Position Summary**

As a member of the 1st Point HR Team, the **HR Shared Services Coordinator **role coordinates the tasks within the 1st Point team and provides first level support to employees, HR, managers and vendors with Human Resources needs. Based in Toronto, Ontario, Canada, this role reports to the Director, HR Shared Services, North America and supports the Thales NORAM business.

**Essential Functions / Key Areas of Responsibility**

**Case Distribution**:

- Review cases as they come into the case management software and assigns them to team members or other departments as appropriate
- Run a daily report of Workday tasks pending 1st Point action, assign new actions to team members and send reminders for previously assigned actions that have been pending for more than 2 days
- Ensures an even distribution of the cases that have come into the team

**Administrative Support**:

- Prepares various employee letters and forms in a timely manner outside of HRIS workflow (Verifications of Employment, LOE, Business Visitor letters, Post Employment letters, etc.)
- Complete payroll audits as assigned
- Support and complete Unemployment Insurance forms and portal management, per state requirements
- Process HR invoices

**Case Management**:

- Thoroughly document inquiries via case management tool to ensure required information is recorded accurately in accordance with policies and practices
- Track and follow up on employee related matters
- Ensure SLA’s are followed and met

**Onboarding**:

- Complete Contingent hires in HRIS
- Initiate any business specific tasks required during onboarding process
- Track and monitor probation completion

**HRIS**:

- Ensure integrity and quality of data in the HRIS databases as well as in the Case Management System.
- Support HRIS data records and workflow pertaining to employees and ensures entries are timely, accurate and consistent in relation to cost centre transfers, password reset, etc.
- Support generation of standard HRIS reports as requested
- Participate with testing in instances for new HRIS rollouts

**Other**:

- Maintain knowledge of company and departmental policies and procedures.
- Initiate notifications accordingly
- Process HR invoices
- Accountable for maintaining data records pertaining to employee record tracking in paper or electronic filing.
- Participate in audits as needed
- Support with cyclical, ad-hoc and new campaigns
- Support Thales’ HR department with special projects, mass communications, and other duties as needed and assigned

**Minimum Requirements: Skills, Experience, Education, Technical/Specialized Knowledge, Certifications, Language**
- 2 years of experience working in an administrative support role
- Ability to work well and collaborate in team environment
- Demonstrated organizational and interpersonal communication skills
- Proficient in Microsoft Excel and Word
- Highly organized with ability to prioritize duties during periods of high volume and meet deadlines in a fast-paced environment.
- Strong results-oriented work ethic with a focused attention to detail and follow through to resolution
- Strong time management skills (meeting SLAs)
- Discretion to deal with personal and confidential information with sensitivity and tact
- Adaptable to changing business practices
- Flexibility in work schedule, Monday through Friday 8:30am to 7:00pm EST

**Preferred Qualifications**
- Knowledge of HR practices either through post-secondary education, an HR professional designation, and/or work experience in HR
- Experience in a customer service or shared services environment
- Prior experience in case management software
- Prior experience in Workday
- HR Certificate completed or working towards it is an asset
- Experienced/working knowledge of employment standards legislation and variances by US states is an asset