Benefits Coordinator

Job Title: Benefits Coordinator

Location: Proferre, Inc.
Reports To: HR Manager
Department: Human Resources
FLSA Status: Non-Exempt

Job Summary

The Benefits Coordinator is responsible for the administration, coordination, and management of employee benefits programs to ensure accuracy, compliance, and exceptional service. This role requires a detail-oriented individual with strong organizational skills who will collaborate with employees, vendors, and internal teams to address benefit-related inquiries, maintain accurate records, and resolve discrepancies.

Key Responsibilities

Benefits Administration

• Oversee and administer employee benefits programs, including health insurance, life insurance, 401(k), and other company-provided benefits.
• Coordinate benefit enrollments, changes, and terminations, ensuring accurate and timely processing in compliance with company policies and regulatory requirements.
• Serve as the primary contact for employees regarding benefits-related questions and concerns.
• Administer and maintain IP&E gas cards, including activation, distribution, and issue resolution.

HR Systems Management

• Manage employee information in ADP, resetting account access, and updating employee data as needed.
• Post and maintain leave statuses in ADP, ensuring accuracy and compliance with company policies.

Filing and Record Retention

• Maintain organized and secure records of employee benefits-related documents, ensuring compliance with record retention policies and applicable laws.
• File and update documentation related to benefits enrollments, changes, terminations, and vendor agreements.
• Prepare and archive historical benefits data for audits and compliance reviews.

Collaboration with Payroll Team

• Partner with the payroll team to research and resolve benefit-related discrepancies, ensuring seamless processing of payroll deductions and contributions.
• Support the reconciliation of benefits invoices and ensure alignment with payroll records.

Compliance and Documentation

• Ensure compliance with all federal, state, and local regulations related to benefits administration (e.g., HIPAA, ERISA, ACA).
• Maintain accurate and organized employee records, including benefit elections, eligibility, and changes.
• Prepare reports and documentation for audits, open enrollment, and other HR initiatives.

Employee Engagement and Education

• Assist in the annual benefits open enrollment process, including employee communication, system updates, and coordination with vendors.
• Educate employees about available benefits and provide guidance on utilizing them effectively.

As per Executive Order 11246 Section 503, & VEVRAA: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.