Shared Services Coordinator

Company Overview

Since incorporation in 2003, LuminUltra has been a leading manufacturer and thought-leader in the biotech industry, developing molecular diagnostic products and services to help people all over the world better manage microbial-based threats in industrial systems. Headquartered in Fredericton, New Brunswick, LuminUltra is a global company with team members in Canada, USA, UK, and France.

Job Description

LuminUltra currently has an opportunity for a Shared Services Coordinator to join our dynamic team in Fredericton, New Brunswick. This is an exciting opportunity within an innovative and growing organization.

The Shared Services team consists of the Human Resources, Finance, and IT functions. Reporting to the HR Advisor, the Shared Services Coordinator will be responsible for handling various administrative tasks related to the Shared Services team such as records management, data entry, document preparation, and reporting on various metrics. This role will be pivotal in ensuring that shared services operate smoothly and effectively, supporting the goals and strategic objectives of the organization.

The ideal candidate will be a collaborative, detail-oriented, and highly dependable individual who thrives in fast-paced, dynamic environments. In this role, the Shared Services Coordinator will have key responsibilities, such as:

• Employee records management to ensure accurate documentation, record retention, and security of information.
• Assist in recruiting and onboarding of new team members.
• Process employee changes in our HRIS, as well as prepare documents for team members, as requested.
• Annual audits of the HRIS system and policies to ensure they remain up to date.
• Manage worker’s compensation reporting process for various provinces/states.
• Handle general team member inquiries regarding established programs and policies, exercising sound judgement and escalating sensitive and/or complex matters in a timely manner.

• Assist with data entry for the various finance functions, including some month-end reporting preparation for monthly management reviews.
• Assist in gathering documents for annual financial audits.
• Assist with the maintenance and payment of US State Employment income, wage withholding, and sales tax accounts.
• Assist in Accounts Payable and Accounts Receivable, on occasion.

• Participate in the Culture Committee, assisting in event planning and other initiatives.
• Participate in the Joint Health and Safety Committee:
  • Take meeting minutes and record tasks and decisions
  • Assist in scheduling routine safety training
  • Safety orientation for new on-site employees
  • Keep safety manual up to date
  • Assist in incident and other reporting to Worker’s Compensation Boards
• Manage logistics for various in-person events (meal planning/reservation, room bookings, and other activities/tasks).

• Check and distribute mail; send registered letters or other packages on occasion.
• Administer company cell phone and internet plans.
• Subscription management (invoice retrieval and submission to Accounts Payable, updating credit cards, etc.).
• Obtain certificates of insurance upon request.
• Coordinate completion of various government surveys, gathering information from other stakeholders.
• Prepare various other reports for Shared Services leaders.

Qualifications

• Bachelor’s degree in Business Administration, Human Resources, Finance, or related field preferred.
• 1-3 years of experience in an administrative or support role, preferably within HR or finance.
• Team player with the ability to collaborate and communicate effectively with internal and external stakeholders.
• Strong problem-solving skills with ability to take a proactive approach to addressing challenges and improving processes.
• Can work independently with high attention to detail, a sense of urgency, and a commitment to accuracy.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Experience using an HRIS or ERP system, an asset.
• Candidate must be located in Fredericton and is expected to work on site 1-2 day per week.

Why Join LuminUltra?

LuminUltra has a culture that values communication, collaboration, development, work-life balance, flexibility, and employee recognition. We provide an extensive list of resources and benefits that support our culture, foster work-life balance, and promote personal and professional development.

We offer benefits that allow our team to thrive at work and outside the office. All team members are rewarded with generous paid time off, such as paid flex days, volunteer days, and a competitive vacation time policy. LuminUltra also has a group retirement plan with 3% matching contributions, firm sponsored social events, bonus program eligibility, health and dental benefits, mental health resources, an Employee Assistance Program, and other perks.

LuminUltra provides various opportunities for personal and professional development. We are a small organization which allows for continual experiential learning opportunities for those who are up to the challenge!