This role goes 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 way we deliver our services.

As HR Operations Specialist – Pension & Employee Insurances, you are the internal expert and trusted point of contact for all matters relating to employee insurances, retirement and long-term disability.
You ensure an excellent employee experience by providing accurate advice, coordinating with external partners and continuously improving our HR processes, communications and documentation.
Working closely with HR colleagues, Payroll, our insurance broker and insurers, you combine operational excellence with a continuous improvement mindset.

Detailled 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;
  • 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 that 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 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.

1. 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 our 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.

1. 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 a seamless collaboration between all stakeholders involved in employee insurance and retirement processes.

1. Continuous Improvement

Beyond daily operations, you actively contribute to improving the quality and efficiency of our services by:

• reviewing and redesigning existing processes;
• identifying opportunities for simplification, standardisation and automation;
• creating and maintaining procedures, work instructions and process documentation;
• developing and maintaining employee FAQs and knowledge articles;
• improving employee communications and retirement guidance material;
• analysing recurring questions or operational issues and implementing structural improvements;
• contributing to HR projects related to pensions, employee insurances and employee experience.

Technical Expertise

To be successful in this role, you have, or are able to rapidly develop, expertise in the following areas:

• 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 in Belgium, 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 Belgian 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.

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.
  • You:
  • 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