HR Shared Services Administrator

The HR Shared Services Administrator role provides first level support to employees, HR, managers and vendors with Human Resources needs, including but not limited to, benefits, payroll, company policy, leave of absence and procedures, training, HR systems and employee onboarding.

Case Management:

• Respond to a wide variety of employee queries via phone and email.

• Thoroughly document inquiries via the 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 and track new hire activities from offer letter creation through the end of their onboarding.

• Initiate any business specific tasks required during the onboarding process.

• Coordinate immigration and relocation processes and interact with immigration consultants and vendors to establish correct documentation, procedures and requirements for external hires.

• Communicate with the new hire regarding next steps, outstanding actions and any questions they may have.

• Support the Talent Acquisition Team with any requisition corrections or troubleshoot any difficulties.

• 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 center transfers, password reset, etc.

• Support generation of standard HRIS reports as requested.

• Participate with testing in instances for new HRIS rollouts.

Payroll:

• Action payroll related items to support with overall payroll.

• Support and complete tax documents.

• Complete assigned payroll audits with respect to payroll deadlines.

Training:

• Update available courses and training records in the Learning Management System (LMS).

• Assist employees and managers in the use of the LMS.

• Schedule requested trainings.

• Assist in preparing training materials as needed for internally hosted events.

• Manage procurement requisitions and invoicing related to courses and training materials.

Other:

• Maintain data records pertaining to employee record tracking in paper or electronic filing.

• Process HR invoices.

• Initiate employee notifications as required.

• Prepare various employee letters in a timely manner outside of the HRIS workflow (letter of employment/employment verification, invitation letters, etc.).

• Participate in audits as needed (probation, SIN, etc.).

• Upload ROE’s.

• Coordinate and triggers voluntary post-termination activities such as post-termination letters and departure checklists.

• Contribute to the development of HR process documents and employee reference materials.

• Maintain knowledge of company and departmental policies and procedures.

• 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

• Either 2-years of experience in of experience working in HR or an administrative support role or a University Degree or Diploma in Human Resources or a related field

• Proficient in English (both written and oral)

• Ability to work well and collaborate in a team environment

• Strong organizational skills

• Ability to handle situations tactfully when dealing with customers

• Ability to prioritize duties during periods of high volume and meet deadlines in a fast-paced environment.

• Strong time management skills (meeting SLAs)

• Discretion to deal with personal and confidential information with sensitivity and tact

• Adaptable to changing business practices

• Proficient with Microsoft Outlook, Excel and Word

• Strong attention to detail

• Solid critical thinking skills

Preferred Qualifications

• Prior case management experience

• Prior experience with Microsoft OneNote

• Prior experience with Workday or similar HRIS systems

• 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

• Advanced knowledge of Microsoft Excel

• Ability to speak French is a plus