Benefits Administrator

Position SummaryThe Benefits Specialist is responsible for the day-to-day administration of employee benefits programs, including health and welfare, retirement (401(k)), and leave of absence programs. This role ensures accurate processing, compliance, and documentation while delivering a high-quality employee experience. The position requires strong attention to detail, ownership of reporting and audits, and the ability to manage sensitive employee situations with care and accuracy.Key ResponsibilitiesBenefits Administration (Health & Welfare + 401(k))Administer all employee benefits programs including medical, dental, vision, life, disability, and 401(k) retirement plansManage enrollments, life event changes, and terminations in HRIS and vendor platformsCoordinate with 401(k) providers on eligibility, enrollments, loans, hardship withdrawals, and distributionsSupport annual 401(k) audit activities and nondiscrimination testing in partnership with vendorsReconcile monthly benefits and retirement invoices; investigate and resolve discrepanciesLeave of Absence (LOA) ManagementAdminister all leave programs including FMLA, CFRA, ADA, state disability, paid family leave, and company leavesServe as the primary point of contact for employees and managers on leave processes and expectationsTrack and manage leave cases from intake through return-to-work, ensuring timelines and documentation are compliantPartner with third-party leave administrators (if applicable) and ensure alignment with internal systemsCoordinate benefits continuation, payroll impacts, and reinstatement processes during and after leaveDocumentation, Compliance & ReportingMaintain accurate and compliant employee benefits and LOA documentation, including case files and system recordsEnsure compliance with all applicable regulations (ACA, ERISA, COBRA, HIPAA, FMLA, CFRA, ADA)Prepare and manage reporting such as ACA (1095-C), benefits census data, LOA tracking reports, and audit documentationConduct regular audits of benefits eligibility, enrollments, and leave records to ensure data integrityMaintain and update plan documents, policies, and Summary Plan Descriptions (SPDs)Open Enrollment & Employee ExperienceSupport and execute annual open enrollment including system setup, employee communications, and education sessionsProvide responsive, high-quality support for employee inquiries related to benefits and leavesDevelop and maintain employee-facing materials (guides, FAQs, communications)Vendor & System ManagementPartner with brokers, carriers, 401(k) providers, and leave administrators to resolve issues and improve service deliverySupport implementation and optimization of HRIS and benefits systems (e.g., Workday, ADP, UKG)Monitor vendor performance and escalate issues as neededData & AnalyticsMaintain and analyze benefits and LOA data, including participation, utilization, and cost trendsSupport renewal analysis and forecasting by providing accurate reporting and insightsIdentify process improvements to increase efficiency, accuracy, and employee satisfactionQualificationsBachelor's degree in HR, Business, or related field (or equivalent experience)3-6+ years of hands-on benefits administration experienceStrong experience with LOA administration (FMLA/CFRA/ADA) and case managementExperience supporting 401(k) plans, including vendor coordination and basic compliance understandingWorking knowledge of federal and state benefits and leave regulationsExperience with HRIS systems (Workday preferred)Advanced Excel skills and strong reporting capabilities

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