Sr. Benefits & Compliance Specialist

Job Description

Position Summary

EXOS is seeking an experienced Sr. Benefits & Compliance Specialist to provide specialized support across employee benefits, payroll administration, retirement plans, HR compliance, and HR systems.

This position serves as a technical resource within the Human Resources team and will have significant responsibility for ensuring employee benefit, payroll, 401(k), compliance, and HR data processes are accurate, timely, well-documented, and appropriately administered.

Unlike roles focused primarily on employee experience, employee relations, or general people operations, this position is centered on the administrative, financial, regulatory, and systems related responsibilities of Human Resources .

The ideal candidate will have 3–5+ years of formal HR experience and hands-on knowledge of benefits administration, payroll processes, 401(k) administration, HR compliance, audits, reconciliations, and employee data management. This individual must demonstrate exceptional attention to detail, sound judgment, confidentiality, accountability, and a willingness to work collaboratively across HR, Finance, and other departments.

The Sr. Benefits & Compliance Specialist will also support broader HR initiatives and perform other duties as assigned based on the evolving needs of the HR department and organization.

Job Duties

Benefits Administration

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• Administer medical, dental, vision, life, disability, and other employee benefit programs, including enrollments, changes, terminations, and qualifying life events.
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• Lead the annual Open Enrollment process from start to finish: vendor coordination, system setup, employee communications, and post-enrollment audits.
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• Reconcile monthly benefit carrier invoices against HRIS and payroll deductions, and resolve any discrepancies with Finance and vendors.
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• Manage COBRA, FMLA, and leave-of-absence administration with the appropriate vendors.
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• Serve as the main point of contact for benefit brokers and carriers, and as a knowledgeable resource for employees with benefits questions.
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Payroll Administration

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• Support semi-monthly or bi-weekly payroll processing, including data entry, audits, and pre- and post-payroll reviews.
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• Make sure benefit deductions, garnishments, retirement contributions, and other withholdings are processed correctly.
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• Partner with Finance on payroll journal entries, accruals, reconciliations, and year-end activities such as W-2 review.
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• Support multi-state payroll compliance, including state tax registrations and withholding requirements.
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401(k) and Retirement Plan Administration

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• Administer the company 401(k) plan, including eligibility tracking, enrollment, deferral changes, loans, distributions, and employer match calculations.
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• Reconcile 401(k) contributions between payroll and the recordkeeper, and confirm deposits are timely and accurate.
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• Coordinate the annual plan audit, nondiscrimination testing, and Form 5500 preparation with the plan's recordkeeper, TPA, and auditors.
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• Confirm plan compensation definitions are applied correctly, and help with any required corrections.
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HR Compliance

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• Monitor federal, state, and local employment regulations, and recommend updates to policies and processes when needed.
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• Prepare and file required compliance reports, such as ACA reporting (1094-C/1095-C), EEO-1, and other regulatory filings.
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• Maintain I-9 and E-Verify compliance, including periodic internal audits.
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• Make sure required workplace postings, notices, and employee disclosures are current and distributed on time.
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• Support internal and external audits by preparing documentation, reconciliations, and supporting schedules.
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HR Systems and Data Management

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• Serve as a technical resource for the HRIS and payroll systems, including configuration, maintenance, and troubleshooting.
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• Keep employee records accurate, complete, and confidential across all HR and payroll systems.
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• Run regular data audits to find and fix errors between HRIS, payroll, benefits, and retirement platforms.
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• Prepare HR, benefits, and payroll reports and analyses for People Operations and Finance leadership.
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• Write and maintain clear process documentation, procedures, and desk guides for core benefits, payroll, and compliance workflows.
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Collaboration and Continuous Improvement

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• Work closely with People Operations, Finance, and other departments so people-related data and transactions flow accurately across the organization.
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• Find and recommend process improvements that improve accuracy, efficiency, and controls.
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• Support broader HR initiatives and projects as the department's needs change.
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• Perform other duties as assigned.
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Required Qualifications

Bachelor's degree in Human Resources, Organizational Leadership/Supervision, Business Administration, or a related field, with at least 3–5 years of experience in a formal HR role . Must have hands-on experience with payroll, benefits administration, 401(k) plans, HR compliance, and HRIS/payroll systems. Strong attention to detail, confidentiality, organization, communication, and the ability to work onsite five days per week in downtown Indianapolis are required.

Preferred Qualifications

SHRM-CP and/or a recognized payroll certification, such as the FPC or CPP , is preferred. Experience supporting multi-state employees, retirement plan audits, compliance testing, Open Enrollment, and working directly with benefit and retirement plan vendors is a plus.

Knowledge, Skills & Abilities

Must demonstrate strong judgment, integrity, confidentiality, and attention to detail while managing multiple priorities and deadlines. The ideal candidate is a collaborative, service-oriented problem solver who takes ownership of issues, works effectively across departments, and is comfortable adapting to the changing needs of a growing organization.