Distribution Fund Administrator

The Role

An established benefits administration organization is seeking a detail-oriented administrator to support the processing, reconciliation, and administration of employer contributions to pension, health, and related benefit plans. This role ensures accurate and timely remittance handling, compliance with governing agreements, and proper maintenance of employer and member records.

The successful candidate works closely with employers, plan members, union representatives, and internal teams to support the delivery of benefit and pension entitlements while maintaining strict confidentiality and data integrity. This is a permanent, full-time onsite role in a unionized environment.

Responsibilities

Remittance Processing & Administration

• Receive, review, and process employer remittance reports for health and welfare and pension benefit plans and other negotiated payments.
• Process outgoing disbursements and reciprocal payments promptly and accurately.
• Accurately post contributions to member and employer records within established timelines.
• Verify contribution calculations in accordance with collective agreements and trust fund rules; identify and resolve discrepancies, shortages, overpayments, or late remittances.

Compliance & Collective Agreement Interpretation

• Interpret collective agreements and trust documents to ensure accurate application of contribution rates and eligibility rules.
• Monitor employer compliance with remittance and reporting obligations.
• Prepare documentation and reports to support audits, identify delinquencies, and assist with enforcement activities.

Reconciliation & Reporting

• Reconcile employer remittance reports with payments received and corresponding bank deposits to ensure accuracy.
• Prepare adjustments to member records when employer reports require updates or corrections.
• Generate routine and ad hoc reports for management, trustees, or auditors.
• Assist with month-end and year-end closing

Employer & Member Support

• Serve as the primary contact for employers regarding remittance requirements, reporting procedures, contribution rates, and deadlines.
• Respond to inquiries from union business agents and plan members regarding contributions, eligibility, and coverage.
• Communicate clearly and professionally with all stakeholders through phone, email, and written correspondence to ensure accurate understanding and resolution of issues.

Records Management & Data Integrity

• Set up and maintain master agreements for participating employers and collective agreements.
• Maintain accurate and up-to-date employer and member records within administrative systems.
• Ensure confidentiality and security of personal, financial, and health-related information.
• Support data audits and system updates to maintain data integrity and compliance.

Collaboration & System Support

• Work closely with benefits administrators, pension administrators, finance staff, and external service providers to ensure seamless operations.
• Participate in system testing, upgrades, implementations activities, process improvements, and policy updates.
• Support special projects as assigned by management or trustees, contributing to continuous improvement initiatives.

Requirements

• Post-secondary education in business administration, accounting, finance, or a related field, or an equivalent combination of education and experience.
• Minimum 2+ years of experience in benefits administration, payroll, accounting, or a unionized environment preferred.
• Knowledge of collective agreements, trust funds, or multi-employer benefit plans is a strong asset.
• Proficiency in spreadsheets and database or benefits administration systems.
• Strong understanding of payroll concepts, contribution calculations, and reconciliations.
• High numerical accuracy and data analysis ability.
• Exceptional attention to detail and organizational skills.
• Strong analytical and problem-solving abilities.
• Clear written and verbal communication skills.
• Ability to manage deadlines and handle sensitive information with discretion.
• Accurate keyboarding skills (~80 wpm).

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