BENEFITS COORDINATOR JOB DESCRIPTION

When benefit elections are wrong, vendor invoices go unreconciled, and COBRA notices miss their deadlines, employees bear the cost. Accurate, timely plan administration keeps a workforce covered and an HR function credible. The Benefits Coordinator owns the daily mechanics of that administration - processing life events, supporting open enrollment cycles, and maintaining data integrity across HRIS and carrier systems. ERISA compliance timelines and FMLA tracking run through this seat. Few entry-level HR roles touch as many regulatory frameworks at once.

As the Benefits Coordinator, you are accountable for the accurate day-to-day administration of health, welfare, retirement, and leave programs, ensuring employees receive correct coverage and timely resolution of benefits issues. You operate within the broader HR or Total Rewards function, supporting Benefits Managers, HR Business Partners, and external plan vendors with data integrity, enrollment processing, and compliance reporting.

Career Impact: Hands-on administration of ERISA-governed health and welfare plans, including 401(k), COBRA, and FMLA, builds the regulatory fluency that underpins a path toward Benefits Analyst or Benefits Manager.

Business Impact: When enrollment errors go uncaught, or vendor invoices are unreconciled, employees lose coverage, and the organization absorbs financial exposure; your accuracy prevents both.

Growth Opportunity: Depth in benefits compliance, HRIS configuration, and open enrollment project management positions you for expanded scope in Total Rewards, Compensation, or HR Operations.

• Administer daily enrollment transactions - new hires, life events, terminations - across health, welfare, and retirement plans to maintain accurate eligibility records.
• Process COBRA notifications and reconcile COBRA payments with the finance or accounting team within required regulatory timeframes.
• Manage leave of absence administration including FMLA, STD, LTD, and personal leave, coordinating with employees, managers, and third-party administrators.
• Coordinate open enrollment activities including employee communications, platform testing, enrollment auditing, and plan setup validation.
• Reconcile monthly benefit invoices against enrollment data and submit carrier payments in accordance with billing cycles.
• Serve as primary employee contact for benefits questions, escalating complex claims or coverage disputes to the Benefits Manager or plan vendor.
• Conduct audits of HRIS benefits data to identify discrepancies in deductions, eligibility, and enrollment records and correct errors promptly.
• Prepare compliance-related documentation and reports supporting ERISA audits, non-discrimination testing, and regulatory filings.

• Bachelor's degree in Human Resources, Business Administration, or related field, or equivalent work experience.
• 2 or more years of benefits administration experience, with direct involvement in health, welfare, or retirement plan operations.
• Working knowledge of federal benefits regulations including ERISA, COBRA, HIPAA, and FMLA.
• Proficiency in HRIS platforms for processing enrollments, life events, and generating benefits reports.
• Strong analytical and mathematical aptitude with demonstrated accuracy in data auditing and invoice reconciliation.
• Excellent written and verbal communication skills with the ability to explain plan details clearly to employees at all levels.
• Proven ability to handle confidential employee information with discretion and in compliance with privacy requirements.
• Strong organizational skills with the ability to manage multiple deadlines simultaneously in a high-volume environment.

• PHR, SHRM-CP, or CEBS certification, or active pursuit of one of these credentials.
• Experience administering 401(k), defined benefit, or pension plan programs in addition to health and welfare plans.
• Prior exposure to open enrollment platform configuration, HRIS testing, or benefits module implementation.
• Familiarity with California leave regulations or multi-state benefits administration requirements.

• Enrollment accuracy rate, measured by error frequency caught in post-enrollment audits relative to total transactions processed.
• Invoice reconciliation variance, tracking dollar discrepancies identified and corrected before carrier payment submission.
• COBRA notice timeliness, measured as percentage of required notices issued within the federally mandated 14-day window.
• LOA case closure rate, reflecting percentage of leave cases resolved with complete documentation within the expected processing window.
• Benefits inquiry resolution time, tracking average days from employee question receipt to confirmed resolution.
• Typical tools: HRIS platforms (commonly ADP Workforce Now, Workday, or UKG); benefits administration systems (commonly PlanSource or BenefitFocus); Microsoft Excel for auditing and reporting.

• Base Salary Range: $45,000 - $62,000 annually, depending on experience and market
• Bonus: Discretionary annual bonus; typically 3% - 8% of base salary
• Equity: Generally not offered at this level; may apply at senior or manager levels
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by plan
• PTO: 10 - 20 days annually, plus federal holidays; varies by employer
• Common Perks: SHRM or CEBS exam reimbursement, employee assistance program, 401(k) with employer match

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check clearance is a condition of employment for this role, given the access to confidential employee and financial data. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Applicants requiring a reasonable accommodation to participate in the hiring process should notify Human Resources. Candidates must be authorized to work in the United States.

The Benefits Coordinator delivers end-to-end benefits support by processing employee elections, reconciling invoices, and managing vendor file feeds within ADP and related HRIS platforms. Partnering with HR leadership, this role advances Credence's wellness strategy and open enrollment readiness, ensuring employees receive accurate, timely benefits guidance.

Key Responsibilities

• Provide partnership and HR support to our most important asset: our people.
• Respond to employee inquiries, employee benefit questions, unemployment claims, and employment verifications in a timely fashion.
• Approve employee benefit elections.
• Send benefit enrollment reminder notifications.
• Review weekly benefit file feeds for accuracy.
• Submit manual vendor files to carriers on a weekly basis.
• Process employee qualifying life events in ADP.
• Reconcile select benefit invoices.
• Assist with execution and formulation of Credence's wellness strategy.
• Assist with Open Enrollment preparation, benefit plan setup, rate review, etc.
• Assist with benefit compliance yearly action items.

Required Qualifications

• Bachelor's degree required.
• 1-3 years of translatable professional experience, with 1-2 years of benefit experience preferred.
• Knowledge of HRIS, SharePoint, iCIMS, and CostPoint systems for maintaining employee and benefit records.
• Customer service orientation with excellent verbal and written communication skills.
• Ability to handle sensitive and confidential data with discretion.
• Eagerness to assist with broader HR duties and ability to work independently and collaboratively.

Embedded within the HR function, the Benefits Coordinator owns accurate benefits data entry across HRIS and payroll systems, administering leave programs, COBRA monitoring, and retirement plan inquiries for employee-owners. Working closely with internal teams and external vendors, this role builds effective partnerships that support seamless benefit transitions throughout the employee lifecycle.

Core Functions

• Assist employee-owners with benefit questions via email and phone, and monitor the ESS Benefits mailbox.
• Ensure benefit changes are entered accurately in HRIS and payroll systems, approving life events as appropriate.
• Implement National Medical Support Notices, including required enrollments and tracking through the benefits admin system.
• Assist with open enrollment, including answering questions, running reports, and processing elections.
• Provide technical support of the benefits administration platform, including reporting, document library updates, and tracking benefit requests.
• Support leave of absence administration, including FMLA, military, personal, and disability leaves.
• Respond to retirement plan inquiries regarding enrollments, contribution amounts, and general plan questions.
• Support employee-owners through benefit transitions upon termination or other separation.
• Monitor the COBRA program and reconcile payments with the Accounting department.

Qualifications & Experience

• PHR or SHRM-CP preferred.
• 1-3 years of HR experience using an HRIS for payroll and benefits functions.
• Knowledge of labor law and benefits.
• Experience with UKG Benefits Prime, Benefits Administration, or PlanSource preferred.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Strong verbal, mathematical, and written communication skills.
• Ability to build effective relationships with internal and external partners and adapt across diverse settings.
• Detail-oriented, organized, analytical, and able to multi-task effectively.

Reporting to the HR team, the Benefits Coordinator shapes recognition program execution by coordinating anniversary orders, nomination cycles, and award communications across corporate and executive stakeholders. Partnering with Corporate Communications and HR leadership, this role ensures recognition and benefits administrative support contributes to a consistent and timely employee experience.

Primary Duties

• Coordinate with HR partners to execute recognition programs, ensuring deadlines are met and programs are completed efficiently.
• Place and track orders for associate anniversaries and manage opening and closing of nominations for nomination-based programs.
• Prepare, order, print, and ship recognition gifts, and compile and post recognition awards to SharePoint.
• Coordinate with Corporate Communications to send reminder and award announcements, and with EAs to schedule executive announcements.
• Coordinate with the HR team to monitor budget spend and pull reporting for Service Anniversaries.
• Assist with benefits-related programs and provide administrative support to the Benefits team and HR leadership as needed.

Skills & Qualifications

• BA/BS in HR-related field or equivalent experience required.
• 1-3 years of HR experience with emphasis on recognition and benefits administration.
• Proficiency in Microsoft Excel and Word.
• Strong planning, time management, communication, decision-making, presentation, and organizational skills.
• Mathematical aptitude with good analytical skills and excellent attention to detail.
• Supervisory and project management skills with the ability to lead others toward common goals.
• Highly developed interpersonal skills and proven ability to perform effectively in a rapidly changing environment.

Sitting at the intersection of benefits administration and employee relations, the Benefits Coordinator leads day-to-day support across health insurance enrollment, leave tracking, and open enrollment planning within the Entertainment/Media industry. Operating across HR, payroll, Health and Safety, and vendor teams, this role ensures accurate benefits processing and confidential record management through Workday and related systems.

Duties

• Provide administrative support to the Benefits Manager, including answering phone lines and managing calendars.
• Serve as first point of contact for employee benefit questions and monitor the benefits inbox.
• Ensure proper enrollment for all employee benefits and conduct weekly benefits orientations for new hires.
• Complete employment verifications, update employee addresses, and file confidential EDD and benefits-related forms.
• Process monthly health insurance payments and conduct monthly billing audits.
• Assist with Open Enrollment planning.
• Coordinate with Health and Safety, payroll, and Timekeeper on leave tracking, and attend vendor meetings regularly.
• Assist with life event tasks and profile updates in Workday, and maintain benefits information in new hire packets and on the intranet.

Experience & Qualifications

• Bachelor's degree preferred.
• 2+ years of Human Resources experience, including health insurance benefits and Open Enrollment.
• Experience in the Entertainment/Media industry is a plus.
• Proficiency in Microsoft Office Suite.
• Experience with HRIS systems preferred, including Workday.
• Ability to interact with senior-level executives while maintaining confidentiality.
• Strong organizational skills, ability to multi-task, and adapt to shifting priorities in a fast-paced environment.
• Customer service orientation with a personable and detail-oriented approach.

A key member of the HR team, the Benefits Coordinator leads the accurate administration of insurance, 401(k), and disability plans daily, serving as employee liaison for benefit information, claims, and enrollment. Collaborating with HR stakeholders and PeopleSoft 9.2 platform, this role enables benefits integrity by maintaining eligibility records and auditing leave balances across the organization.

Functions

• Administer all insurance, benefit, and 401(k) plans daily.
• Ensure accurate and timely benefit plan enrollments for employees.
• Assist employees with resolution of benefit issues including insurance, PDO/EIB, disability, COBRA, and 401(k).
• Act as liaison for employees regarding benefit information, claims, and enrollment.
• Maintain and audit employee eligibility records, identifying and correcting errors promptly.
• Process short-term and long-term disability claim forms and review billing for employees with missed deductions.
• Process employee referral bonus payments and administer PDO/EIB and leave balances, including auditing and employee support.

Requirements

• Bachelor's degree in Business Administration, Human Resources, or related field, or 1 year of comparable benefit-related experience.
• Experience with 401(k) plan administration and employee benefit plan coordination required.
• Experience with HRIS platforms and online benefit management platforms desired, with PeopleSoft 9.2 strongly preferred.
• Proficiency in word processing and spreadsheet software applications.
• Previous experience in an employee-facing or customer service role strongly preferred.

Accurate group health and pension benefits delivery depends on the Benefits Coordinator, who administers Defined Benefits and Defined Contribution Pension Plans, STD, LTD, and leave programs for active and retired employees. Based within an HR function operating under federal and provincial legislation, this role shapes compliance, vendor relationships, and wellness program reporting to support a protected and informed workforce.

Accountabilities

• Plan and develop internal educational campaigns and related wellness activities.
• Prepare reports evaluating wellness programs and participant satisfaction.
• Serve as key point of contact with external pension and benefit vendors.
• Coordinate and administer group retirement programs including Defined Benefits and Defined Contribution Pension Plans, and collaborate with third-party advisors on pension quote calculations.
• Manage all leave administration including STD, LTD, Mat/Pat Leave, WCB, and LOA.
• Coordinate and administer group health benefits programs for active and retired employees.
• Ensure benefits and pension compliance and manage audits as needed.

Technical Qualifications

• Post-secondary education combined with HR certification or related professional designation or experience.
• 3+ years of experience in a benefits and pension administration role.
• Knowledge of federal and provincial legislation including Employment Standards Act, Employment Equity, Human Rights, Health and Safety, and Privacy legislation.
• Knowledge of pension and benefit administration, including group insurance programs and pension plan processes.
• Proficiency in MS Excel and superior computer skills with strong business writing capability.
• High integrity and discretion in handling confidential information.
• Ability to work independently and manage vendors.
• Good verbal and written communication skills.
• Strong numerical aptitude.

The Benefits Coordinator builds cross-functional benefits knowledge by supporting open enrollment, EEO-1 reporting, and non-discrimination testing across health, voluntary, and retirement plans. Reporting to HR management, this role delivers employee education through presentations and partnership calls, enabling accurate benefits processing across newly acquired hospitals and existing teams.

Activities

• Assist team members with questions, enrollments, life event changes, and terminations across health, voluntary, and retirement benefit plans.
• Work with HR, vendors, and internal and external resources toward problem resolution, escalating issues to management as appropriate.
• Review benefit plan invoices for accuracy and submit for timely payment.
• Conduct presentations to educate team members about their benefits.
• Conduct audits of benefit invoices, enrollments, and systems data, and update benefits communications in HRIS.
• Support benefit projects including open enrollment, non-discrimination testing, EEO-1 data, and new program implementation.
• Attend partnership calls to answer benefit questions, calculate health bonuses for newly acquired hospitals, and assist with HRIS testing and configuration.
• Create custom reports and complete special projects as assigned.

Position Requirements

• Bachelor's degree in Human Resources or related field preferred.
• Minimum 2 years of benefits administration experience required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and HRIS systems.
• ADP Workforce Now experience a plus.
• Excellent communication, presentation, and problem-solving skills.
• Superior customer service and organizational skills with strong attention to detail.
• Ability to manage multiple deadlines in a fast-paced environment.

Benefits Coordinator shapes the daily administration of medical, dental, life insurance, and tuition assistance programs while processing workers' compensation, FMLA, and disability claims for a diverse employee population. The work directly supports open enrollment, OSHA compliance, and COBRA vendor coordination, enabling the HR team to deliver accurate and timely benefits communications.

Operational Focus

• Support daily administration of employee benefits programs including medical, dental, and life insurance.
• Handle the employee tuition assistance and tuition waiver program, including database maintenance.
• Assist with receipt and processing of workers' compensation, FMLA, short-term and long-term disability claims.
• Serve as backup for tracking workplace injuries and preparation of the OSHA 300 log.
• Assist with creation, implementation, and distribution of benefit-related materials and communications.
• Support open enrollment administration, process faculty billing, and manage benefit information.
• Generate statistical reports for benefits programs, liaise with third-party COBRA vendor, and field employee benefit inquiries.

Background & Experience

• Bachelor's degree required.
• 2+ years of benefits administration experience, with previous in-house HR role preferred.
• Familiarity with HRIS systems and interest in HTML and web page content design desirable.
• Proficiency in Microsoft Office Suite including Excel and Word.
• Solid problem-solving, time management, and organizational skills with strong attention to detail.
• Excellent interpersonal and written and verbal communication skills.

The Benefits Coordinator produces accurate administrative support across global health, wellness, and retirement benefit programs, overseeing payroll reporting, COBRA eligibility review, and monthly invoice reconciliation with finance. Reporting to HR Shared Services and collaborating with benefit vendors, this role advances data integrity within benefits systems and supports annual enrollment planning and compliance audits.

Key Deliverables

• Provide timely and accurate administrative support for global health, wellness, and retirement benefit programs.
• Maintain data integrity within benefits systems and audit current information to ensure accuracy and identify efficiencies.
• Own established reporting procedures, analyze data for trends or inaccuracies, and oversee payroll and finance reporting, benefit deduction monitoring, and COBRA eligibility review.
• Monitor eligibility data in accordance with defined benefit eligibility criteria.
• Research and resolve benefit inquiries, communicating findings and resolutions to appropriate parties and serving as main contact for HR Shared Services.
• Assist with vendor relationships and participate in annual enrollment planning, platform testing, and enrollment auditing.
• Document benefit procedures and guidelines, assist with compliance reporting for regulatory audits, and manage monthly invoice auditing and reconciliation with finance.

Minimum Qualifications

• Bachelor's degree preferred, with focus in math, business administration, accounting, finance, or HR management.
• Prior experience with benefit administration or HRM systems preferred.
• Strong understanding of complex systems and data flow.
• Proficiency in Microsoft Office products with emphasis on Excel.
• Solid analytical and problem-solving skills.
• Attention to detail and accuracy in benefits data processing.
• Strong verbal and written communication and customer service skills.
• Ability to maintain confidential information and manage multiple priorities within deadlines in a fast-paced environment.

Embedded within a professional services or law firm HR function, the Benefits Coordinator develops benefits communications, maintains HRIS data integrity, and administers health and welfare plans in compliance with ERISA, COBRA, HIPAA, FMLA, and IRC Section 125. Working closely with staff and attorneys, this role advances open enrollment coordination, wellness activities, and management reporting that supports informed benefits decision-making.

Role Responsibilities

• Administer health and welfare benefit plans in compliance with ERISA, IRC Section 125, COBRA, HIPAA, DCFMLA, and FMLA.
• Assist the Benefits Manager with wellness program administration.
• Guide employees on available benefits, conduct new hire orientations, and respond to inquiries from staff and attorneys.
• Analyze payroll reports and research and resolve discrepancies.
• Provide management reporting by collecting, analyzing, and summarizing benefit and payroll data and trends.
• Maintain the HRIS database for all benefit programs to ensure data integrity.
• Update and maintain the employee benefits intranet site and draft benefits communications and documents.
• Document benefits processes, recommend efficiencies, and coordinate annual open enrollment activities.

Education & Experience

• Bachelor's degree in a related field preferred, or equivalent experience.
• Knowledge of benefits administration in a professional services or law firm environment preferred.
• Proficiency in MS Word, Excel, PowerPoint, and Outlook, with working knowledge of HRIS and database software, including UltiPro preferred.
• Strong knowledge of ERISA, COBRA, HIPAA, FMLA, and IRC Section 125 compliance requirements.
• Excellent communication, interpersonal, and presentation skills with exceptional client service orientation.
• Demonstrated trustworthiness in handling confidential and sensitive information.
• Strong organizational skills, ability to prioritize multiple tasks independently, and flexibility to work additional hours as needed.
• Effective project management skills with the ability to coordinate benefits fairs, open enrollment, and wellness activities.

Reporting to HR leadership, the Benefits Coordinator refines vendor payment processing, HRIS benefits configuration, and transportation program administration as the primary point of contact for employee and partner benefit inquiries in a law firm or large professional services organization. Partnering with Talent Management and Accounts Payable, this role ensures benefit enrollment accuracy, wellness credit tracking, and timely resolution of escalated issues.

Day-to-Day Responsibilities

• Respond to benefits questions and escalated issues, facilitating resolutions with employees and plan vendors.
• Maintain employee and partner benefit enrollment and changes across internal and external systems.
• Monitor HRIS daily to ensure proper processing of life events.
• Assist with leave administration and alert HR and Talent Management leads of vendor report updates.
• Coordinate and administer the firm transportation benefit program.
• Prepare monthly vendor payments and reconcile enrollment counts, coverage levels, and payment amounts with Accounts Payable.
• Prepare documentation, spreadsheets, and reports for benefits projects and support HRIS benefits program set-up, testing, and ad-hoc reporting.
• Maintain monthly wellness credit and audit records and assist with annual budget reconciliation and HR team support.

Knowledge Skills & Abilities

• High school diploma required, Bachelor's degree preferred.
• 3 years of progressive benefits experience, preferably in a law firm or large professional services organization.
• Knowledge of welfare benefit plans.
• Ability to analyze and interpret data with strong judgment and initiative.
• Proficiency in Microsoft Office required, with advanced Excel and Oracle HCM experience a plus.
• Strong attention to detail, organizational skills, and ability to manage projects to completion.
• Ability to communicate effectively with all levels of employees and attorneys, and maintain strict confidentiality.

Sitting at the intersection of benefits administration and campus safety, the Benefits Coordinator oversees workers' compensation claims, leave of absence management, and insurance broker liaison for a university community. Operating across HR, Payroll, and the university safety committee, this role develops new employee benefit orientations and supports open enrollment communications aligned with federal, state, and California-specific compliance requirements.

Scope of Work

• Manage administration of the university's benefits programs and serve as first point of contact for benefit eligibility and coverage inquiries.
• Manage the workers' compensation process including claims processing, liaison with health service providers and carriers, and communication of established procedures.
• Perform ergonomic reviews in conjunction with the workers' compensation carrier and order equipment per ADA policy.
• Assist with the campus safety program and plan agenda items for the university safety committee.
• Serve as liaison with university insurance brokers and plan vendors to resolve customer service and plan-related issues.
• Manage all communication and processing of employee leaves of absence, coordinating with state disability programs as needed.
• Provide benefit orientation to new employees, assist with retirement plan annual audit and compliance forms, and support open enrollment communications and the benefits fair.
• Verify benefit eligibility, process monthly insurance invoices, reconcile carrier statements, and manage the COBRA process and benefit exit questions.

Professional Experience

• Bachelor's degree in Business, Human Resources, or related field preferred.
• 1-2 years of benefits administration experience preferred, with university setting experience a plus.
• General knowledge of federal and state benefit regulations including HIPAA, FMLA, and workers' compensation, with California-specific knowledge preferred.
• Proficiency in Microsoft Office (Word and Excel), web-based applications, and HRIS navigation, with Workday familiarity preferred.
• Excellent written and verbal communication skills, including ability to prepare clear reports, correspondence, and presentations.
• Strong initiative, multi-tasking ability, and capacity to work effectively with HR and Payroll teams.
• Committed to excellent customer service, positive employee relations, and the university's spiritual mission.

A key member of the HR benefits team, the Benefits Coordinator advances data accuracy by auditing time off requests, FMLA, flex deductions, and 401(k) contribution changes across multiple facilities while developing and maintaining written procedures for the benefits department. Collaborating across payroll and administrators, this role ensures monthly insurance billing reconciliation and leave paperwork are completed with precision and within defined deadlines.

Work Activities

• Audit and process time off requests, FMLA, and LOA leaves for all facilities.
• Review and process weekly benefit changes for terminations, salary increases, and other status changes, and maintain follow-up lists to ensure proper completion.
• Audit weekly flex deductions and changes and forward to Administrator.
• Prepare employee letters including conversion, portability, rehire, and promotion letters, and send insurance packets and communications.
• Conduct weekly, quarterly, and yearly audits of various benefits.
• Process 401(k) contribution changes and administer Short-Term Disability paperwork and payments.
• Develop and maintain written procedures for the benefits department and prepare and reconcile monthly insurance bills and employee contributions.

Required Qualifications

• Reconciling or auditing experience preferred.
• 1+ years of experience in a Human Resource database system preferred.
• Strong mathematical skills with the ability to analyze data for inconsistencies, and proficiency in data entry and filing.
• Above average working knowledge of Microsoft Office including Word and Excel.
• Accuracy and attention to detail, organized and task-oriented with ability to meet deadlines.
• Ability to research subject matter, write procedures, and follow directions independently with minimal supervision.
• Clear and effective verbal and written communication skills across all employee levels, with strict adherence to confidentiality guidelines.

Reporting to HR, the Benefits Coordinator oversees short-term and long-term disability claims, retirement plan contribution remittances, and benefit compliance coordination for U.S., Canadian, and international employees. Partnering with payroll, insurers, and vendors across platforms including SAP, Dayforce, and SuccessFactors, this role refines benefits data integrity and ensures accurate communications throughout the employee and plan lifecycle.

Performance Expectations

• Respond to employee requests via benefits help line, mail, fax, and email, and research and resolve benefit issues.
• Respond to employment information requests from employees, EI representatives, insurers, and lawyers.
• Partner with providers and insurers to ensure employee data accuracy.
• Review and track short-term and long-term disability claims and other leaves of absence across U.S., Canadian, and international employees.
• Process group life claims and ensure correct benefit eligibility communications are provided to employees.
• Provide reporting, calculation, and remittance of retirement plan contributions to the provider.
• Assist with compliance of legislation, policies, and privacy requirements, and coordinate with payroll on premium deductions and savings contributions.
• Assist with benefit and retirement plan documentation, employee communications, and intranet content, and process vendor invoices, manage document inventory, and maintain benefits data integrity.

Qualifications & Experience

• Post-secondary education preferred.
• 1-2 years of corporate experience preferred.
• Experience in group benefits, disability claims, and retirement plan administration a plus.
• Knowledge of applicable legislation including employment standards, privacy, and benefits compliance requirements.
• Familiarity with SAP, Dayforce, BenefitFocus, Sunlife Admin Plus, and SuccessFactors a plus.
• Intermediate proficiency in Microsoft Office.
• Strong attention to detail, accuracy, organizational skills, and ability to prioritize to meet deadlines.
• Excellent communication and customer service skills.
• Sound judgment, flexibility in a changing environment, and ability to handle confidential information with discretion.

Sitting at the intersection of benefits administration and M&A integration, the Benefits Coordinator develops onboarding benefit program content and administers Group Insurance, RRSP/TFSA, and Health Care Spending Account changes in HRIS for home office employees and newly joining practices. Operating across Payroll, insurance providers, and HR leadership, this role ensures salary and enrollment data remain synchronized across systems and that employees at all stages receive accurate coverage guidance.

Core Responsibilities

• Create employee and optometrist records in the Insurance Provider System and ensure participant plan selections are in place in the HRIS.
• Process Group Insurance plan changes following life events, reflect position changes, terminate plan members, and provide pro-ration amounts to payroll.
• Collaborate with the Payroll Team to ensure Group Insurance changes, RRSP/TFSA, and Health Care Spending Account contributions are accurate in HRIS.
• Ensure salary changes in HRIS are reflected in the Insurance Provider System and maintain an accurate Group Insurance database.
• Respond to inquiries from employees and optometrists regarding Group Insurance eligibility, enrollment, coverage, and claims, and resolve issues with insurance providers.
• Conduct monthly new hire benefit webinars, provide optical benefit information to home office employees, and ensure benefit program portal forms are current.
• Develop and deliver onboarding benefit program content, support the Loyalty program administration, and facilitate M&A Benefits Overview webinars for newly joining practices.

Skills & Qualifications

• Undergraduate degree or college diploma in Human Resources Management or Business Administration required.
• CPHR designation held or in progress is an asset.
• 3-5 years of experience in benefits administration, including Mergers and Acquisitions and HRIS support.
• Working knowledge of Group Insurance Programs, RRSP/TFSAs, and Employee and Family Assistance Programs.
• Advanced proficiency in Excel, PowerPoint, and Adobe.
• Hands-on experience with Ultimate software or equivalent HRIS implementation experience required.
• Fluency in English and French (reading, writing, and understanding).
• Proven ability to build effective relationships with internal and external parties.
• Self-starter with strong initiative, keen attention to detail and deadlines, and flexibility to adapt to change.

A key member of the client services team, the Benefits Coordinator refines benefit plan configuration and open enrollment workflows for multiple clients simultaneously, auditing benefits data and troubleshooting plan discrepancies against carrier file feed requirements and payroll schedules. Collaborating across client organizations through virtual meetings and implementation projects, this role oversees deadlines that determine the accuracy and timeliness of the employee benefits experience.

Job Functions

• Consult with clients to ensure benefit plan setup configuration meets their needs and accommodates the system.
• Interpret plan documents and complete system setup based on plan documents and best practices.
• Coordinate the Open Enrollment process for enrollment service clients to create a seamless employee experience.
• Complete full benefit plan data audits for clients, producing reports and summaries for system reconciliation.
• Troubleshoot client benefit plan data problems and meet implementation deadlines by assessing client payroll schedules.
• Coordinate multiple client implementations simultaneously, ensuring accurate benefit setup and adherence to all project plan deadlines.
• Establish and maintain effective client relationships, conduct virtual meetings to gather plan information, and validate plan build accuracy with clients.
• Gather documentation to initiate file feed processes to carriers as applicable.

Requirements

• Bachelor's degree or equivalent experience in customer service, computer systems, HR, or related fields.
• 1 year of customer service or client relations experience required.
• Experience with employee benefit plans or insurance carriers and troubleshooting moderately complex client inquiries.
• Proficiency in MS Excel for data imports and exports, large data sets, pivot tables, and formulas.
• Technical aptitude with the ability to navigate computer systems easily and learn new applications quickly.
• Strong listening, communication, and organizational skills with high attention to detail and ability to manage multiple projects simultaneously.
• Self-motivated, adaptable to a fast-paced environment.
• Willing to work overtime or weekends as needed to meet team goals.

As the Benefits Coordinator, this role executes all operational and transactional tasks required to administer voluntary benefits, 403(b) programs, tuition reimbursement, and health insurance plans for St. John's employees. The HR function relies on this work to sustain COBRA compliance, open enrollment accuracy, and vendor census coordination across union and non-union employee groups within the healthcare industry.

Strategic Responsibilities

• Administer voluntary benefits, 403(b) loan entries, salary deferrals, union opt-out incentives, new hire files, and union dues processing.
• Administer tuition reimbursement and vision reimbursement programs and run daily processes to ensure timely payment of employee self-administered health care expenses.
• Enroll new hires onto health insurance plans and terminate benefits for departing non-union employees promptly.
• Coordinate with HR leadership and insurance brokers for Open Enrollment planning, including census creation, scheduling, and budgeting, and provide brokers and vendors with periodic census information.
• Lead the COBRA process including mailing forms to terminating employees, reviewing returned forms for accuracy, and processing forms to ensure no interruption in coverage.
• Collect and process monthly COBRA payments, voluntary withholdings, retiree bills, prescription drug and major medical claims, HRA payments, and stop loss bills, ensuring accurate calculations.
• Perform ad-hoc projects as needed.

Technical Qualifications

• Bachelor's degree required, Master's preferred.
• CEBS or SHRM certification preferred.
• Minimum 3–5 years of benefits administration experience, ideally in the healthcare industry.
• Working knowledge of health and welfare plans including medical, dental, vision, STD, LTD, and compliance requirements under ERISA, COBRA, HIPAA, PPACA, Mental Health Parity, and ADA.
• Strong proficiency in Microsoft Office Suite with emphasis on Excel, including data audits, reconciliations, v-lookups, and complex calculations.
• Outstanding written and verbal communication skills with ability to explain benefit plan details at all organizational levels.
• Independent worker with strong project management skills, problem-solving orientation, and ability to manage multiple projects and vendor relationships simultaneously.