Junior Benefits Administration Specialist - EMEA

The Benefits Associate is an entry-level role within the HR Service Center that provides Tier-1 colleague support for benefits-related questions and transactions across assigned countries or populations. The role serves as a first point of contact for routine inquiries, case intake, and basic issue resolution, while coordinating with payroll, external vendors, and the Global Benefits COE to ensure timely and accurate service delivery.

This role supports day-to-day benefits administration activities, including enrollments, changes, terminations, vendor coordination, and payroll-related benefits updates. A key responsibility of the position is performing reconciliation work, including colleague census, eligibility, pension contribution, invoice, and premium reviews, to help ensure records and payments are accurate. Because reconciliation work can be more complex, structured training and process guidance will be provided.

The role is accountable for executing assigned responsibilities in a high-quality, timely manner and in alignment with service-level expectations, standard operating procedures, and operational metrics. More complex cases, exceptions, and non-routine plan matters are escalated to senior team members, payroll, vendors, or the Global Benefits COE as appropriate.

In this role, a typical day will include :

• Serves as a Tier-1 point of contact for colleague benefits questions, routine issue resolution, and case intake through the HR Service Center.
• Escalates complex cases, exceptions, plan interpretation questions, and non-routine issues to senior team members, payroll, vendors, or the Global Benefits COE as appropriate.
• Supports claim administration and collect documentation needed to facilitate submissions or follow-up with colleagues, beneficiaries, and vendors, as applicable.

• Coordinates benefit-related data updates and communications with payroll, benefit vendors, and internal stakeholders to support accurate administration.
• Coordinates benefit-related payroll inputs and follows up on payroll deduction or contribution issues to help ensure accuracy and timely resolution.
• Supports administration of benefits or voucher programs that are not fully managed by external vendors, following defined processes and controls.

• Performs reconciliation work, including colleague census, eligibility, pension contribution, invoice, and premium reviews, and follows established processes to investigate and resolve routine discrepancies.
• Processes and reconciles benefit invoices, premium payments, allowances, reimbursements, and other assigned transactions in coordination with finance, payroll, and vendors.
• Prepares, distributes, and reconciles eligibility, enrollment, and other recurring reports used for benefits administration and vendor processing.

• Supports retirement and pension administration activities for designated countries or programs, including contribution updates, coordination with vendors, and related administrative follow-up, with training and guidance provided.

• Maintains and updates process documentation, templates, and service resources to support consistent and effective service delivery.
• Performs additional related duties as assigned by the manager or in coordination with the Global Benefits COE.

WHAT YOU’LL BRING TO ALCON :

• Education: High School Degree or associate’s degree
• Experience: Entry-level position; prior experience in customer service, shared services, HR operations, benefits administration, payroll support, or other administrative work is preferred.
• Knowledge of employee benefits across European countries
• Strong knowledge of MS Office (Excel, Word, Outlook, etc.)
• Ability to learn quickly

• High level customer service orientation and ability to communicate clearly with colleagues, vendors, and internal stakeholders
• High level attention to detail, accuracy, and follow-through, especially when reviewing and reconciling data
• Ability to review and analyze data to identify discrepancies and trends
• Comfort working with data, reports, and common business software such as Excel and Word
• Basic understanding of service metrics and data quality concepts
• Experience with HR systems or service management tools is preferred
• Familiarity with automated workflows or digital tools to support HR processes is a plus
• Problem-solving skills and ability to follow structured approaches to issue resolution 
• Ability to handle confidential and sensitive information
• Ability to work across different regions, cultures and time zones
• Ability to communicate effectively across multiple channels (email, systems, chat)
• Ability to work with both internal and external stakeholders with guidance
• Ability to learn and follow defined processes, service standards, and escalation paths
• Ability to manage multiple tasks and meet deadlines in a service center environment
• Ability to identify opportunities to improve processes and enhance efficiency
• Training will be provided on Alcon benefits processes, systems, reconciliation activities, and country-specific requirements
• The ability to fluently speak, read, write, understand and communicate in English. Other languages desired include, in Warsaw: German, French, Dutch, Russian, Italian; in Bangalore: Mandarin, Japanese; in Mexico City: Spanish (required), Portuguese

HOW YOU CAN THRIVE AT ALCON:

• Opportunity to work in a best-in-class organization in Medical Devices/Equipment sector
• Opportunity to work in a high-paced agile environment
• Work with people who are passionate about delivering outcomes and a culture of simplification and ownership
• Truly international environment and daily interactions with colleagues from all over the world
• Attractive benefits package (private medical care, group insurance, lunch card, transportation allowance, pension plan, Multisport/cultural card, free Alcon products for you and your significant other)
• Attractive benefits package (private medical care, group insurance, lunch card, transportation, bonus)
• Hybrid model of work (3/2/weekly),
• Modern office in Marynarska 15, Warsaw, with a lot of facilities inside

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