Benefits Coordinator - People Team
About The Position
The Benefits Coordinator administers the day-to-day operations of staff benefits programs, billing and invoice reconciliation, leave of absence processes, work accommodations, workers’ compensation coordination, and employee wellbeing initiatives. Reporting directly to the Benefits Director, this role is an operational resource for employees, vendors, and insurance carriers, ensuring accurate data, timely issue resolution, and consistent service. The coordinator takes a collaborative, detail-oriented, and solutions-focused approach and supports broader People Team goals and projects. The role administers benefits for union and non-union staff, including group health, flexible spending accounts, dental and vision, accident and disability, life insurance, 403(b), and wellness benefits. It also supports benefits orientations and employee inquiries, leave and accommodation administration, workers’ compensation claims, annual renewals, wellbeing programs, HRIS workflows, reporting, and benefits records. The Benefits Director leads interactive accommodation meetings and provides direction on leave administration.
Requirements
- High school diploma or HSE.
- At least two years of experience in staff benefits administration, billing reconciliation, or a closely related HR support role.
- Experience with an HRIS platform such as Paycom, or demonstrated experience navigating a comparable HR or enterprise system.
- Intermediate to advanced Microsoft Excel skills, including VLOOKUP, pivot tables, and data reconciliation; Microsoft PowerPoint proficiency and general Microsoft Office Suite proficiency.
- Working knowledge of staff benefits programs and applicable federal and state laws and regulations, including ERISA, FMLA, ADA, COBRA, NYPFL, and applicable NYC leave laws.
- Strong attention to detail, organization, and time management, with the ability to manage multiple priorities accurately.
- Excellent written and verbal communication skills and ability to explain complex benefits information clearly to staff at all levels.
- Strong problem-solving skills, including researching issues, identifying solutions, and escalating appropriately and promptly.
- Ability to work collaboratively across departments and with external vendors, carriers, and the Benefits Broker.
- Ability to handle sensitive and confidential information with discretion and professionalism.
Nice To Haves
- Bachelor’s degree.
- Fluency in Spanish.
Responsibilities
- Reconcile monthly invoices for group insurance policies, including health, dental, vision, life, disability, and supplemental plans, and prepare requests for payment.
- Resolve billing discrepancies with carrier representatives and collaborate with Payroll to ensure benefit deductions and payroll-system changes are accurate and timely.
- Troubleshoot issues with HRIS, insurance carriers, the 403(b) vendor, and other third-party vendors, escalating issues as appropriate.
- Provide administrative support for leaves of absence, including FMLA, military leave, New York Paid Family Leave, and Workers’ Compensation.
- Track leave documentation throughout the leave lifecycle, from initial request through return to work, and maintain organized case files and current HRIS records.
- Support the ADA work accommodation process by collecting, reviewing, and tracking medical documentation and maintaining case records.
- Coordinate workers’ compensation claims with the third-party administrator, including injury-report intake, claim-status follow-up, and return-to-work logistics.
- Support the Benefits Director with safety-training initiatives and generate reports when necessary.
- Respond to staff inquiries about benefits, leave, and related programs through the benefits mailbox and ticketing system.
- Conduct benefits orientations, explain the benefits self-enrollment system, and help staff with questions about benefit programs.
- Coordinate union staff new-hire and termination processes with union representatives, including tracking required forms.
- Help prepare informational meetings and materials about benefits and related programs.
- Support the Benefits Director in gathering statistics and information for annual health, life, retirement-plan, and wellbeing-program renewals.
- Collaborate with the Benefits Director and Benefits Broker on the planning, coordination, and delivery of wellbeing programs and resources.
- Maintain benefits filing systems and data integrity across benefits-related records, platforms, and systems.
- Support benefits-related HRIS workflows and troubleshoot data discrepancies and system errors, escalating complex issues to the Benefits Director, IT, or external vendors.
- Participate in ad hoc projects and People Team initiatives as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
