Benefits Administrator

Job Title: Benefits Administrator

About the job

Hudson Talent Solutions, on behalf of our global chemical manufacturing client, is seeking a Benefits Administrator.

As a Benefits Administrator you will support the day‑to‑day coordination of various employee benefit programs across designated countries across Northern and Southern Europe, helping ensure they remain accurate, compliant, and aligned with employee needs. The role also involves assisting with benefits harmonisation and integration activities across the region, contributing to smoother processes and a more consistent employee experience. Intermediate English and additional language skills in Italian, German, Swedish, Norwegian or Dutch would be considered an asset, as the position involves cross-country communication and collaboration with internal teams and external partners.

The client offers a hybrid working model (3 days in the office / 2 days remote) with the office located in Warsaw, Poland.

About the role:

Key Responsibilities

Benefits Program Delivery & Administration

• Support the execution of benefits programs, including health, retirement, and wellness offerings.
• Administer benefits for joiners, leavers, and life event changes across designated countries.
• Ensure benefits are administered in alignment with benefits programme rules and regulatory requirements.
• Maintain accurate records and process updates in HRIS, payroll, and benefits administration systems.
• Coordinate annual activities such as open enrollment, plan changes, and employee communications.
• Support the delivery of global benefits programs and harmonization initiatives.
• Contribute to benefits system and technology upgrades and process improvement initiatives.

Vendor & Claims Coordination

• Act as a liaison with benefits vendors to resolve administrative issues and ensure service delivery.
• Facilitate claims processing and manage escalations related to coverage or service discrepancies.
• Monitor vendor performance against SLAs and escalate issues as needed.
• Reconcile vendor invoices with employee records and ensure timely payments.

Employee Support & Communications

• Provide front-line support to employees on benefits-related inquiries via email, phone, and chat.
• Assist employees with enrolment, life event changes, and claims navigation.
• Develop and maintain clear communication materials and FAQs.
• Support open enrolment campaigns and employee education initiatives.

Data Management & Compliance

• Ensure accurate data entry and updates in HRIS and benefits systems.
• Conduct regular audits to maintain data integrity and resolve discrepancies.
• Support census and membership data collection for renewals and reporting.
• Assist with compliance documentation and support internal and external audits.

Reporting & Billing

• Generate reports on benefits utilization, enrolment trends, and vendor performance.
• Support data analysis for benefits harmonization and renewal projects.
• Coordinate with Finance and Payroll to ensure accurate deductions and billing reconciliation.

Sickness, Disability and Death in Service Management

• Serve as the central point of contact for managing sickness absence, disability and death in service processes.
• Designing and implementing a new centralised process for sickness, disability and death in service management, ensuring consistency, compliance, and sensitivity across all cases.
• Collaborating with HRBPs, Payroll and external providers to establish clear protocols, escalation paths, and communication standards.
• Supporting employees and their families with compassion and professionalism during sensitive situations, ensuring timely access to benefits and support services.
• Monitoring and reporting on sickness trends and death in service cases to inform policy development and continuous improvement.
• Ensuring alignment with local legislation and company policies, while maintaining confidentiality and data protection standards.

Qualifications & Experience

• Fluent English language skills (spoken and written)
• Second language would be a plus (Italian, German, Swedish, Norwegian, Dutch preferred)
• 1–3 years of experience in HR, benefits administration, payroll, or a related area
• Bachelor’s degree in human resources, Business Administration, Finance, or a related field preferred
• Basic understanding of employee benefits programs and HR operations
• Experience working with HRIS, payroll, or benefits administration systems is an advantage
• Strong attention to detail and ability to manage confidential information
• Good organizational and problem-solving skills
• Ability to work collaboratively in an international and cross-functional environment

Benefits

• Private medical care by Lux-MED
• Life insurance and Travel insurance
• Employee retirement plan (PPE) after trial period
• Sports card (Multisport) - partially employer-funded
• Employee Assistance Program for Employees and Families