HRIS and Benefits Specialist

PharmaEssentia U.S.A.•Bedford, MA

1d•$40 - $55

About The Position

PharmaEssentia Innovation Research Center (PIRC) is seeking an experienced HRIS and Benefits Specialist to own day-to-day ADP administration and employee benefits operations for a growing workforce of approximately 45+ employees. Working closely with the Senior HR Manager, this hands-on role maintains accurate employee data, administers benefits throughout the employee lifecycle, resolves employee and vendor issues, and establishes reliable, documented processes. The specialist manages recurring work independently, follows issues through resolution, and identifies matters requiring HR leadership approval. The position provides dedicated operational capacity as PIRC grows. This is a contract position based in Bedford, Massachusetts, proposed at 20–25 hours per week, with additional approved hours during peak periods. The proposed term is six months, with potential extension or conversion.

Requirements

At least five years of relevant HR operations, HRIS, or benefits administration experience, including direct ownership of employee benefits administration.
Recent hands-on ADP Workforce Now administrator experience, including employee data maintenance, benefits setup, reporting, and troubleshooting.
Demonstrated experience managing open enrollment, carrier invoice reconciliation, benefits deductions, retirement-plan administration, and broker or vendor relationships.
Working knowledge of ERISA, COBRA, Section 125, ACA reporting, and Massachusetts leave-related benefits administration, with the ability to recognize when specialist guidance is needed.
Strong Excel skills, including lookups, pivot tables, and reconciliations.
Sound judgment, discretion, clear employee communication, and reliable follow-through.
Relevant degree or equivalent experience.

Nice To Haves

Experience with PIRC’s specific ADP product.
Biotechnology, pharmaceutical, or life sciences experience.
Experience supporting a small, growing organization.
CEBS, SHRM, or HRCI certification.

Responsibilities

Serve as the primary day-to-day administrator for PIRC’s ADP environment, maintaining employee records, organizational information, approved compensation and status changes, onboarding and offboarding transactions, and applicable time-off settings.
Administer approved workflows and role-based access; support employee self-service; troubleshoot ADP issues; document resolutions; and escalate unresolved problems.
Maintain and test benefits eligibility rules, plan setup, enrollment workflows, deduction codes, and carrier connections in partnership with ADP and benefit vendors, obtaining approval before material configuration changes.
Audit employee, enrollment, and deduction data; reconcile ADP with carrier and payroll records; and produce headcount, benefits, and exception reports for HR and Finance.
Administer PIRC-sponsored benefit programs, including medical, dental, vision, life and disability insurance, retirement, tax-advantaged accounts, and other programs as offered.
Manage new-hire enrollments, qualifying life events, dependent changes, beneficiary updates, and coverage terminations; verify eligibility, documentation, effective dates, and timely processing across systems.
Serve as employees’ first point of contact for benefits questions, explain plan information and enrollment procedures, coordinate coverage and claims issues with vendors, and track cases through resolution.
Coordinate annual open enrollment, including maintaining the calendar, preparing employee communications, testing ADP setup and rates, coordinating vendor sessions, monitoring elections, and confirming carrier enrollment and payroll deductions.
Reconcile monthly carrier invoices and eligibility files, investigate discrepancies, obtain credits or corrections, and submit validated invoices to Finance for approval and payment.
Coordinate retirement-plan eligibility and enrollment, contribution and loan data, and vendor reconciliations with Payroll and the recordkeeper; support required testing and reporting with the plan’s advisers.
Administer benefits aspects of employee leaves and separations, including coverage continuation, employee premium tracking, reinstatements, and timely COBRA notifications through the designated administrator.
Maintain the benefits compliance calendar and required records; coordinate applicable notices, disclosures, census data, filings, and audit support with the broker, third-party administrators, HR, and counsel.
Manage routine broker, carrier, ADP, and administrator interactions; support renewals with accurate census data and implement approved plan changes.
Document standard operating procedures, recurring deadlines, issue logs, and backup instructions; protect confidential employee information through secure handling and access controls.
Provide a concise weekly update on completed work, unresolved issues, upcoming deadlines, and decisions required from the Senior HR Manager.