WHAT DOES A BENEFITS COORDINATOR DO?
The Benefits Coordinator is responsible for data entry, administrative support, and communication tasks within the Benefits department. Additionally, ensures compliance with HIPAA regulations while collaborating with team members on benefits-related projects and tasks. Moreover, maintains up-to-date knowledge of guidelines and procedures to provide accurate data verification and customer support.
A Review of Professional Skills and Functions for Benefits Coordinator
1. Benefits Coordinator Duties
- Reporting: Produce, validate, and distribute key benefit eligibility and process reports
- Communication: Respond to carrier and/or employee inquiries for claims
- Administration: Manage and coordinate the preparation and distribution of employee communications
- Customer Service: Research and respond to employee service center inquiries and requests
- Administration: Process enrollment, eligibility, and benefit time adjustments with Payroll
- Billing: Administer leave of absence billing including payment processing and HRIS updates
- Expense Tracking: Process and track benefits-related invoices and expenses
- Coordination: Coordinate annual onsite wellness initiatives
- File Management: Maintain employee benefit files in accordance with internal policies and procedures
- Data Entry: Review and process new hire, term, and change events in HRIS system for union employees.
2. Benefits Coordinator Details
- Management: Manage benefits general email, assigning cases as appropriate
- Coordination: Distribute mail, order supplies, coordinate department events, etc.
- Administration: Perform other benefit administration functions and projects
- Problem-solving: Follow-up on cases escalated to global payroll provider and local benefit providers.
- Administration: Execute group insurance and pension enrollments/changes/terminations.
- Collaboration: Collaborate with third party providers in this area.
- Documentation: Document and maintain administrative procedures for assigned benefit processes
- Evaluation: Evaluate and advise on internal processes to reduce costs and increase efficiency
- Improvement: Improve the payroll process and document related work instructions for assigned countries
- Customer Service: Answer questions from employees and managers related to payroll and benefit administration.
3. Benefits Coordinator Responsibilities
- Management: Managing daily a heavy volume of benefit inquiries received by phone and email.
- Organization: Create and maintain electronic personnel and benefit files
- Data Management: Ensuring data integrity and oversight of the internal personnel site.
- Communication: Provide general information to appropriate personnel regarding HRIS system
- Administration: Serve as an administrator for the firm’s on-boarding solution.
- Customer Service: Provide excellent customer service to personnel, vendors, and external entities regarding Firm benefit and human resource programs and policies
- Reporting: Support the completion of benefits reporting requirements and ensure distribution of required notices.
- Quality Assurance: Support annual open enrollment, including HRIS data entry, extensive quality and accuracy testing.
- Compliance: Stay up-to-date on benefits and leave of absence legislation and comply with Firm and governmental regulations.
- Financial Management: Oversee payment and reconciliation of benefit invoices to ensure enrollment and budget accuracy.
4. Benefits Coordinator Accountabilities
- Assistance: Assists with required annual reporting
- Reporting: Runs monthly health and safety reports
- Oversight: Oversees ACA reporting and tracking
- Coordination: Coordinates and leads staff wellness activities and programs
- Leadership: Communicates with employees regarding benefits changes or corrections
- Support: Provides support to the entire benefits function as directed by Benefits Manager
- Information Dissemination: Informs employees regarding the proper use and availability of their benefits
- Data Analysis: Responsible for running and creating Excel reports on a consistent basis for monthly benefits premium billing reconciliations
- Support: Provides backup to Benefits Manager for assistance with 403b retirement remittance, benefit orientations
- Problem-solving: Answers questions and resolves technical issues with third-party administrators, carriers, and healthcare providers.
5. Benefits Coordinator Functions
- Compliance: Follow all Academy safety regulations
- Administration: Responsible for processing early dismissal vacation hours (4x/year)
- Oversight: Oversees the Claremont EAP brown bag program (6x/year)
- Administration: Responsible for updating compliance posters and employment law posters
- Communication: Handles distribution of employee ticket and various employee perks
- Purchasing: Responsible for all small-scale purchasing
- Support: Provides backup to Human Resources Assistant for invoice coding
- Problem-solving: Responsible for solving benefit discrepancies and collaborating with Benefits Manager, HR Assistant, or Payroll to correct timely
- Coordination: Schedules and coordinates seminars, analyze surveys, and recommends annual schedule
6. Benefits Coordinator Overview
- Mentoring: May mentor employees with less experience.
- Relationship Management: Maintains effective relationships with client contacts.
- Client Handling: Handles more complex and higher volume clients.
- Communication: Prepares and reviews written communications.
- Policy Analysis: Analyzes and assists in developing policies and benefit plans covering group life
- Leadership: Lead contact and day-to-day administrator responsible for assigned clients.
- Compliance: Interprets plan rules to ensure compliance with plan documents and summary plan descriptions (SPD).
- Trend Analysis: Maintains an ongoing effort to determine and maintain equity with current benefit trends and legislated requirements and programs.
- Data Entry: May assist the Payroll Department with data entry into the internal HRIS system
- Timeliness: Process healthcare enrollments and verification of employment requests in a timely manner with accuracy.
7. Benefits Coordinator Tasks
- Follow-up: Follow-up assigned improvement actions
- Analysis: Provide escalation support, root cause analysis, and corrective action
- Privacy Protection: Protect and maintain the privacy of employee personnel records
- Compliance: Prepare, assist with payroll, tax, statutory, and SOX compliance audits.
- Project Support: Support benefit projects, such as Annual Enrollment and other business unit initiatives
- Process Review: Regularly review and update benefits processes and provide recommendations and suggestions for simplifications and enhancements
- Audit Preparation: Support the benefits team with audits and regulatory reporting, including ACA and other compliance programs
- Prioritization: Prioritize and manage multiple processes and projects simultaneously and follow through on issues in a timely manner
- Legislation Monitoring: Monitor country legislation changes and ensure payroll process, system, and procedures are up-to-date accordingly
- Vendor Management: Vendor manage third party providers to ensure timely and accurate responses to escalated cases.
8. Benefits Coordinator Roles
- Support: Supports all wellness initiatives and events
- Collaboration: Works directly with the Benefits & Wellness Manager on all Health and Welfare plans
- Data Management: Keeps employee benefits records up to date in the HRIS system
- Review: Reviews and approves new hire enrollments and life event changes in HRIS system
- Administration: Assists in the management of the open enrollment process
- Assistance: May provide general support for Talent Management team members
- Reporting: Reports expense, special events and projects, and meeting coordination
- Communication: Provides customer service to all employees through email, phone, video and in-person support
- Oversight: Oversee the reconciliation of all benefit invoices to ensure enrollment and budget accuracy
9. Benefits Coordinator Additional Details
- Communication: Be the main contact for ADP password resets.
- Monitoring: Monitor the Payroll email inbox.
- Reviewing: Review and validate health benefit invoices for payment.
- Administration: Make updates and adjustments to temporary agent timecards.
- Handling: Handle VOE's, SDI forms and provide UI Wage information to HR
- Reviewing: Review agency invoices for accuracy, and monitor meal waiver forms needed for temporary agents based on eTime.
- Documentation: Responsible to file documentation accurately in personnel files, and maintain files appropriately.
- Processing: Responsible for year-end processing of ACA reporting, ABBR updates, and benefit eligibility.
- Administering: Administer company health benefits including medical, vision, dental, life insurance, LTD (Voya).
10. Benefits Coordinator Role Purpose
- Data Entry: Data entry into spreadsheets and other electronic platforms
- Administration: Providing administrative support to the Benefits department.
- Task Performance: Perform tasks related to Human Resources and Benefits
- Communication: Answering calls, composing emails, and responding to emails.
- Teamwork: Work as part of a team to ensure consistency in data analysis
- Confidentiality: Maintain strict confidentiality, adhering to all HIPAA guidelines/regulations.
- Organization: Maintain daily communication with supervisor on activities and tasks.
- Collaboration: Collaborate with other Benefits team members to complete projects and tasks surrounding benefits-related matters.
- Verification: Reviews and verifies the data supplied by customers on benefits forms and documents.
- Knowledge Retention: Maintains knowledge of new and existing guidelines and procedures for new and existing benefits at the Benefits office.