Benefits Administrator

Benefits Administrator - W2 Contract

Austin, TX – 5 days in office

Pay Rate - $40-$45/hr

Position Summary

The Benefits Administrator is responsible for supporting the day-to-day administration, operations, and continuous improvement of the organization’s benefits programs. This role ensures data accuracy, supports employee inquiries, manages vendor coordination, and maintains compliance with applicable regulations while delivering a high level of employee support.

Essential Functions:

Benefits Administration & Operations

• Support core benefits administration and daily operations.
• Maintain the quality and integrity of benefits databases.
• Work closely with the HRIS team to monitor the flow of benefit information across systems including Workday, Benefit Solver, Fidelity, Sun Life, Homewood, and payroll.
• Ensure data is timely, complete, and accurately maintained.
• Update and maintain employee benefit records.
• Monitor data cleaning and maintain records, files, and data resources, including updates with providers (Workday, Businessolver, Fidelity, payroll).
• Troubleshoot system and benefits-related issues as needed.

Invoice Processing & Financial Coordination

• Process benefits-related invoices and coordinate with Finance as needed.
• Partner with carriers, brokers, and internal finance/accounting teams to gather employee data.
• Oversee processing of monthly billings and preparation of vouchers for payment of administrative fees for all group plans.

Employee Support & Communication

• Provide customer service by responding to employee benefits inquiries and requests.
• Serve as an escalation point for Tier 1 benefits-related questions.
• Advise employees on benefit options directly or through the PSS MyThales system.
• Maintain benefits websites and SharePoint pages.

Benefits Payroll & Auditing

• Ensure reliability and accuracy of benefits payroll processing.
• Perform weekly audits of benefit deductions.
• Audit and confirm timely payment of monthly premiums and resolve discrepancies.

Compliance & Program Support

• HIPAA
• Plan and execute annual HIPAA training for employees handling benefits.
• Ensure training is documented and completed by October each year.
• COBRA
• Partner with the COBRA Administrator to ensure timely notice distribution.
• Prepare data for non-discrimination testing and respond to vendor census requests.

Wellbeing Program Support (Energize for Life)

• Participate in the development and promotion of the well-being platform.
• Administer the program and monitor employee eligibility.
• Track enrollment and participation statistics to identify communication improvements.
• Update training materials (e.g., new employee guides and portal information).
• Create benefits and wellbeing-related communications.
• Provide distribution lists and obtain approvals from 1st Point HR (5 business days in advance).

1st Point HR Support

• Respond to Tier 2+ benefits-related cases within SLA requirements.
• Address complex benefits inquiries outside PSS scope.
• Update personal and dependent information in Benefit Solver when not captured via Workday integration.
• Verify Qualified Life Event (QLE) transactions and eligibility approvals.
• Troubleshoot HSA and FSA requests.
• Provide support for retirement-related inquiries (e.g., retiree medical and pension questions).
• Assist with benefits forms and wellbeing-related inquiries.

Leave of Absence (LOA) Support

• Act as a liaison for benefits during employee leave processes.
• Coordinate with the LOA Administrator on benefits-related matters.
• Prepare direct billing in coordination with Benefit Solver.
• Facilitate a smooth leave experience between employees, managers, and HR.

Process Consistency & Documentation

• Maintain a consistent and standardized approach to issue resolution.
• Document processes and updates as necessary.

Minimum Requirements

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• 5–7 years of experience as a Benefits Administrator.
• In-depth knowledge of benefit plans and programs.
• Experience with HR Information Center/Shared Services (PSS utilizing ServiceNow).
• Hands-on experience with Workday.
• Experience creating and maintaining SharePoint sites.
• Strong Excel skills.
• Strong written and verbal communication skills in English.

Preferred Qualifications

• PHR or SHRM-CP certification preferred.
• Understanding of Canadian benefits programs.
• Strong critical thinking and problem-solving skills.
• Team-oriented mindset.
• Strong time management skills.
• Excellent interpersonal and communication skills.

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