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Senior HR Operations Specialist – Pension & Employee Insurances

Start Date: 01/09

Duration: 6 months (extendable)

Languages: Dutch/French + English

Location: Brussels

Mission:

This role extends beyond operational administration. We are looking for a specialist who takes ownership of their domain, acts as a trusted advisor for employees and HR, and continuously improves the delivery of our services. As an HR Operations Specialist – Pension & Employee Insurances, you will be the internal expert and trusted point of contact for all matters relating to employee insurances, retirement, and long-term disability. You will ensure an excellent employee experience by providing accurate advice, coordinating with external partners, and continuously improving HR processes, communications, and documentation. Working closely with HR colleagues, Payroll, our insurance broker, and insurers, you will combine operational excellence with a continuous improvement mindset.

Detailed Tasks:

1. Employee Insurances & Disability Case Management
   • Act as the first point of contact for employees regarding group insurance (pension plan), death and disability coverage, and long-term disability insurance.
   • Manage the dedicated pension and insurance mailbox and provide timely, accurate, and customer-oriented responses.
   • Follow employees throughout periods of illness, ensuring all insurance-related obligations are fulfilled.
   • Proactively monitor long-term sickness cases and liaise with employees, HR Business Partners, Payroll, insurers, and our insurance broker to ensure complete and timely submission of disability insurance claims.
   • Collect, review, and follow up on all required documentation to support disability insurance applications, ensuring deadlines are met and employees receive the coverage to which they are entitled.
   • Coordinate administrative follow-up with insurers until each case is fully processed and keep all stakeholders informed throughout the process.
   • Contribute to a smooth and supportive employee experience during what can often be a difficult period.
2. Retirement Support
   • Be the trusted advisor for employees approaching retirement.
   • Proactively identify employees nearing retirement and contact them well in advance to guide them through the different retirement options and administrative steps.
   • Visit different sites on a regular basis to meet future retirees in person, answer their questions, and provide individual guidance tailored to their situation.
   • Prepare retirement and pre-retirement calculations and simulations.
   • Organise individual retirement meetings and coordinate with external pension providers and insurers.
   • Provide HR Business Partners with regular retirement forecasts to support workforce planning and succession planning.
3. Stakeholder Management
   • Build strong working relationships with our insurance broker and insurance companies.
   • Coordinate annual renewals and administrative updates.
   • Support HR Business Partners, Payroll, and the wider HR team with expert advice on pensions, disability, and employee insurance matters.
   • Ensure seamless collaboration between all stakeholders involved in employee insurance and retirement processes.
4. Continuous Improvement
   • Actively contribute to improving the quality and efficiency of our services by reviewing and redesigning existing processes.
   • Identify opportunities for simplification, standardisation, and automation.
   • Create and maintain procedures, work instructions, and process documentation.
   • Develop and maintain employee FAQs and knowledge articles.
   • Improve employee communications and retirement guidance material.
   • Analyse recurring questions or operational issues and implement structural improvements.
   • Contribute to HR projects related to pensions, employee insurances, and employee experience.

Technical Expertise:

• Employee Benefits & Insurances: Good understanding of employee benefit plans, including group insurance, death and disability coverage. Ability to explain insurance coverage and processes to employees in a clear and practical way. Experience liaising with insurers and brokers is an asset.
• Pensions & Retirement: Good understanding of occupational pension schemes and retirement processes, or the ability to quickly acquire this expertise. Ability to guide employees through retirement and pre-retirement options and perform retirement simulations. Interest in pension legislation and retirement planning.
• Belgian Social Legislation: Sound understanding of HR and social legislation relevant to employee benefits, sickness absence, and retirement. Ability to interpret legislation and translate it into practical HR advice. Knowledge of disability insurance procedures, incapacity for work, and social security is a strong asset.
• HR Systems & Digital Tools: Comfortable working with HR information systems and Microsoft Office, particularly Excel. Affinity with digitalisation, AI, and continuous process improvement.

Competences:

• Ownership & Accountability
• Customer Focus
• Analytical Thinking
• Process Improvement
• Organisation & Planning
• Stakeholder Management
• Communication
• Continuous Learning

Background:

• We are looking for an experienced HR professional who combines operational excellence with a strong service mindset and the ability to continuously improve the way we work.
• Hold a Bachelor's or Master's degree in Human Resources, Business Administration, Finance, Law, or another relevant field, or have acquired equivalent experience.
• Bring 7 to 10 years of professional experience in HR Operations, Employee Benefits, Payroll, Insurance, Pension Administration, or another HR specialist role.
• Have experience managing sensitive employee cases requiring accuracy, confidentiality, and empathy.
• Are comfortable interacting with external stakeholders such as insurers, brokers, social security institutions, or pension providers.
• Experience in employee benefits, group insurance, or disability insurance is a strong asset but can be compensated by relevant HR operational experience and a willingness to learn.
• Have an excellent command of Microsoft Office, particularly Excel. Experience with HRIS systems (SAP SuccessFactors, SAP HR, Workday, or similar) is an advantage.
• Are fluent in Dutch or French and have a professional working knowledge of the other national language. English is an asset.