HR Benefits Coordinator

Position Summary

We are seeking a detail-oriented and employee-focused HR Benefits Coordinator to support employee benefits administration and leaves of absence. This position serves as a resource for employees and managers on benefits enrollment, qualifying life events, and leave-related questions.

The ideal candidate has experience with benefits reconciliation, knowledge of the Family and Medical Leave Act (FMLA), and proficiency using Excel, including VLOOKUPs. They are comfortable handling confidential information and working with employees, insurance carriers, payroll, and third-party administrators.

Essential Duties and Responsibilities

Benefits Administration

• Coordinate day-to-day administration of employee benefits, including medical, dental, vision, life insurance, disability, retirement, and other company-sponsored programs.
• Assist employees with benefits enrollment, plan changes, and general benefits questions.
• Process benefits changes related to qualifying life events, such as marriage, divorce, birth or adoption of a child, and loss of other coverage.
• Review qualifying life event documentation and ensure changes are submitted within applicable enrollment deadlines.
• Support new hire benefits orientation and explain enrollment processes, deadlines, and available resources.
• Assist with annual open enrollment, including employee communications, information sessions, system updates, and enrollment follow-up.
• Process and verify benefits enrollments, changes, and terminations in the HR information system and carrier portals.
• Work with insurance carriers and benefits vendors to resolve enrollment, eligibility, billing, and employee service issues.
• Perform benefits reconciliations by comparing carrier invoices, employee enrollments, payroll deductions, and HRIS records.
• Research and resolve discrepancies in benefits invoices, coverage, and deductions in partnership with payroll and benefits vendors.
• Use Excel, including VLOOKUPs, to compare data, identify discrepancies, and prepare benefits reports.
• Maintain accurate benefits records and prepare reports as requested.

FMLA and Leave Administration

• Serve as a point of contact for employees and managers regarding leave processes, documentation, timelines, and return-to-work requirements.
• Gather and review leave-related information and coordinate eligibility and designation decisions with the appropriate HR team members or third-party administrator.
• Prepare and distribute required notices and track medical certifications, leave dates, extensions, and other documentation.
• Monitor intermittent and continuous leave usage and maintain accurate records in applicable systems.
• Coordinate with employees, managers, payroll, benefits vendors, and third-party administrators throughout the leave process.
• Assist with benefits continuation and payroll coordination while employees are on leave.
• Support return-to-work processes, including tracking documentation and communicating with the appropriate parties.
• Escalate complex leave, accommodation, or compliance matters to the appropriate HR representative.

HR Support and Compliance

• Maintain confidential employee benefits and leave records in accordance with company policies and applicable laws.
• Support compliance with applicable federal, state, and local requirements related to benefits and leaves of absence.
• Assist with employee communications, process improvements, audits, and other HR projects.
• Respond to employee inquiries promptly and provide a positive, service-focused experience.
• Perform other related duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• [Two or more years] of experience in benefits administration, leave administration, human resources, or a related role.
• Knowledge of FMLA requirements and leave administration processes.
• Knowledge of qualifying life events, benefits enrollment changes, and associated documentation and deadlines.
• Experience performing benefits reconciliations, including reviewing carrier invoices, enrollment records, and payroll deductions.
• Proficiency in Microsoft Excel, including VLOOKUPs, and experience using an HRIS or benefits administration system.
• Experience handling confidential employee information.
• Strong organizational skills and attention to detail, with the ability to manage multiple deadlines.
• Strong written and verbal communication skills and a customer-service mindset.
• Ability to work independently and collaborate with employees, managers, vendors, and other HR team members.

Preferred Qualifications

• Associate or bachelor’s degree in human resources, business administration, or a related field.
• Experience coordinating disability, parental, military, or state-specific leaves.
• Familiarity with the Americans with Disabilities Act (ADA), COBRA, and benefits continuation processes.
• Experience working with third-party leave administrators and insurance carriers.
• Experience using UKG, ADP, or other applicable systems.

Work Environment

This position is located in Alvarado, Texas, and operates in an office environment. The role requires regular use of a computer, telephone, and other standard office equipment.