Benefits Coordinator

The Benefits Coordinator is responsible for coordinating and ensuring compliance with federal and state laws related to the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), USERRA, ERISA and other applicable regulations and leave of absence management in a multi-state organization. This position is also responsible for the administration of company-sponsored benefits programs including health, dental, vision, life, disability insurance, retirement plans, and wellness programs. 

Benefits Administration

• Coordinate daily benefits operations, including enrollments, terminations, changes, and reporting.
• Assist employees with benefits-related inquiries and educate them on plan options.
• Support open enrollment processes, including employee communication, system updates, and data auditing.
• Maintain accurate and confidential benefits records in HRIS and vendor systems.
• Collaborate with Payroll to ensure proper deduction processing and benefits reconciliation.

Leave of Absence & FMLA Administration

• Administer and track all leaves of absence, including FMLA, state family leave, personal/medical leave, short- and long-term disability.
• Ensure timely and compliant communications with employees regarding leave eligibility, rights, and responsibilities.
• Coordinate with third-party vendors, healthcare providers, and internal departments as needed.
• Maintain accurate documentation and follow up on return-to-work procedures or extensions.

ADA Accommodation Coordination

• Manage the ADA interactive process, including evaluating accommodation requests and gathering appropriate medical documentation.
• Coordinate with employees, healthcare providers, and managers to determine and implement reasonable accommodations.
• Document all steps of the accommodation process in compliance with ADA guidelines.
• Ensure consistent application of ADA policies and collaborate with HR leadership and legal counsel as needed.

Workers’ Compensation

• Administers the organization’s workers’ compensation program, ensuring timely reporting, documentation, and coordination with workers' compensation carrier.
• Serves as the primary contact for employees and managers regarding workers’ compensation claims, return to work procedures, and light duty assignments.
• Monitors claim status and collaborates with HR, Safety, and Risk Management teams to support compliance with state and federal regulations.

401(k) and Pension Administration

• Supports the Retirement Specialist by assisting in administration of company sponsored retirement plans, including 401(k) and defined benefit pension programs.
• Serve as liaison between employees and plan providers to resolve inquiries and ensure accurate transactions.
• Support employee education on retirement plan options, investment choices, and financial wellness resources.
• Maintain accurate records and ensure timely updates in HRIS and vendor systems.

Compliance & Reporting

• Ensure compliance with ERISA, HIPAA, COBRA, FMLA, ADA, and ACA regulations.
• Prepare required compliance reports and assist with benefits audits and government filings (e.g., Form 5500, ACA reporting).
• Stay current on benefits trends and changes in employment laws affecting benefits and leave programs.
• Support the development and delivery of benefits-related employee education and training materials.

Performs other duties as assigned.

• Bachelor’s degree in Business Administration, Human Resources, or related field or equivalent field experience required.
• Minimum of 1 year in benefits or leave administration, including FMLA and ADA, or HR support role.
• SHRM certification preferred.
• Solid understanding of benefits laws and regulations (FMLA, ADA, ERISA, COBRA, ACA, HIPAA).
• Experience with HRIS and benefits administration platforms (e.g., Infor/Lawson, UKG).
• Exceptional attention to detail and organizational skills.
• Strong interpersonal and communication abilities; capable of handling sensitive matters with discretion.
• Ability to multitask and meet deadlines in a dynamic, fast-paced environment.
• Proficient in Microsoft Office Suite (especially Excel, Word, Outlook, and SharePoint).
• Excellent written and verbal communication.
• Critical thinking/problem solving.
• Well organized.