Benefits & HR Administrator
HumanKind HR Solutions
Location: Halifax, Nova Scotia (Hybrid - some onsite and some Remote)
Employment Type: Full-Time, Permanent
Introduction and Purpose of the Role
We are seeking a highly organized, proactive, and detail-driven Benefits & HR Administrator to support the growth of HumanKind’s HR and Benefits Solutions business.
The Benefits & HR Administrato provides day-to-day administrative support for the company’s employee benefits administration and HR service functions. This position is responsible for accurately processing benefit enrollments, changes, terminations, invoices, eligibility files, and client communications for a portfolio of 30+ client organizations.
The ideal candidate is highly organized, detail-oriented, comfortable working with confidential employee information, and able to manage multiple deadlines across different client accounts. This role serves as an important administrative contact for clients, employees, insurance carriers, brokers, and internal team members.
Responsibilities
Lead and manage benefits administration and implementations, general communication with clients and partners, support sales, marketing, client outreach, social media and events. Support consultants in creating outstanding documents and presentations and generally support delivery of HR solutions to small business and non-profit clients. Be part of a team committed to delighting our clients. More details are as follows:
Benefits Administration
- Administer employee benefit programs for assigned client accounts, including medical, dental, vision, life insurance, disability, health spending accounts, retirement plans, wellness programs, and other voluntary benefits, as applicable.
Client Service and Account Support
- Serve as a responsive, professional administrative contact for assigned client accounts and their employees.
- Track incoming client requests and ensure tasks are completed accurately and within established service standards.
- Maintain client files, benefit plan information, contact lists, renewal calendars, plan documents, enrollment materials, and administrative checklists.
- Support client onboarding by gathering employee census information, benefit plan details, payroll schedules, eligibility rules, carrier information, and required employee documentation.
- Assist with annual renewal and open-enrollment activities, including employee census updates, enrollment communications, meeting coordination, and carrier submissions.
- Draft routine client emails, employee communications, status updates, and follow-up reminders for review or use under established procedures.
- Protect client relationships by communicating clearly, following through on commitments, and escalating service concerns promptly.
HR Administrative Support
- Provide administrative support for client HR functions, which may include new-hire onboarding, employee record maintenance, personnel-file organization, job-description updates, policy acknowledgements, and employee communications.
- Prepare and maintain new-hire, onboarding, benefits, leave, and termination documentation using approved templates.
- Assist with employee data entry and updates in HRIS, payroll, benefits, or client recordkeeping systems.
- Coordinate collection and tracking of HR-related forms, including offer-letter acknowledgements, policy acknowledgements, direct-deposit forms, emergency contacts, work-authorization documentation where applicable, and benefit forms.
- Maintain accurate, organized, and confidential electronic personnel and benefits files in accordance with company procedures and client requirements.
- Support preparation of reports, spreadsheets, audit files, employee rosters, headcount reports, benefits eligibility lists, and compliance-tracking logs.
- Assist with scheduling meetings, maintaining calendars, preparing meeting materials, and coordinating follow-up tasks for HR and benefits projects.
- Provide general administrative support to HR consultants, account managers, and leadership as assigned.
- Process new enrollments, qualifying-life-event changes, dependent additions or removals, coverage waivers, leave-related changes, and benefit terminations.
- Review benefit election forms and supporting documentation for completeness, eligibility, and required approvals before submitting changes to carriers, benefit platforms, payroll providers, or brokers.
- Maintain accurate employee eligibility, enrollment, deduction, coverage, and termination records in internal systems, client systems, carrier portals, and tracking spreadsheets.
- Coordinate benefits eligibility audits and support periodic reconciliation of carrier invoices, enrollment rosters, payroll deductions, and employer contributions.
- Identify enrollment discrepancies, missing information, late submissions, and eligibility concerns; communicate promptly with the appropriate client contact, employee, carrier, broker, or internal team member.
- Monitor enrollment deadlines, waiting periods, open-enrollment dates, evidence-of-insurability requirements, continuation coverage deadlines, and other benefit-related time-sensitive events.
- Prepare benefits materials, enrollment instructions, employee notices, summaries, and client communications using approved templates and resources.
- Respond to routine employee and client benefit questions, escalating complex coverage, claims, plan interpretation, compliance, or carrier issues to the appropriate advisor, broker, carrier representative, or manager.
- Maintain records required for benefit administration, including enrollment confirmations, waiver forms, dependent-verification documents, eligibility reports, carrier correspondence, and audit documentation.
Required Skills
- Excellent interpersonal skills, and verbal communication ability
- Fast and skilled at formatting documents - GoogleDocs Table of Contents, Slides, Posters, using logos, etc.
- Highly developed writing and editing skills
- Experience with GSuite - GoogleDocs, Sheets, Presentations, Forms (for surveys)
- Social Media and other software experience
- Administrative or client services background
- Knowledge of social media, web marketing and web development
- Customer service / client care experience
- Experience in business development, sales and cold calls
- Some knowledge of accounting / finance
- Sales knowledge an asset
- Human resources experience and basic understanding of laws and regulations
Good to have but not required
- Knowledge of both group and individual lines of benefit - AN ASSET BUT NOT REQUIRED
- Sales and marketing experience
Performance Standards
- Timely and effective development of proposals and service offerings
- Well-presented, personable, approachable
- Independent and self-directed worker
- Organized and detail oriented
- Ready and willing to lead and direct team meetings, client calls
- Ability to think rationally to implement changes, new initiatives and HR issues with current HR clients
- Support the team with integrity and establish and support the maintenance of a trusting, inclusive, and productive environment
Profile for this role:
- Self starter who takes ownership of work
- Thrives in a fast-paced client-facing environment, is exceptionally strong with organization, documentation, and communication, and brings a high sense of urgency and accountability.
Work Arrangement & Growth
Full-time, permanent role with flexible and remote-friendly work arrangements.
Company Profile
HumanKind HR Solutions Inc. is a rapidly growing HR company based in Halifax focused on providing Dedicated Fractional HR services to the non-profit, startup/technology and hospitality sectors. We are nimble and creative while also grounded in core HR and Benefits expertise. Our mission is to Support the Health, Wellness and Mindfulness of Individuals and Organizations. We work with small to medium sized businesses and non-profit organizations, offering team-based, dedicated HR support, project and HR on-call services.
HumanKind HR Solutions offers the following services:
- Dedicated HR - supporting clients with Dedicated HR on a monthly retained basis. We create an HR Department.
- HR Projects - advising on a range of HR issues including HR audits and assessments, employee handbooks, recruitment and selection, training and development, performance management, occupational health and safety, employment standards, records management, exit management.
- Group Benefits - as a licensed Benefit Advisor in Nova Scotia, Ontario and Alberta - advising organizations on group health benefits and group savings plans
- Wellness - providing wellness programs to organizations
- Mindfulness - we deliver mindfulness programs to individuals and organizations, including core content from the Search Inside Yourself Leadership Institute
Job Type: Full-time
Pay: From $22.50 per hour
Application question(s):
- This role may be eligible for a government wage-subsidy program. As part of that process, candidates may be asked to confirm whether they graduated from a Canadian post-secondary institution within the last 12 months.
For funding eligibility purposes only:
Have you graduated from a Canadian post-secondary institution in the last 12 months?
Work Location: Hybrid remote in Halifax, NS B3L 1R7
