Leave, ADA and Workers’ Compensation Administrator

Leave, Ada And Workers' Compensation Administrator

The Leave, ADA and Workers' Compensation Administrator is responsible for managing and administering all aspects of employee leave programs and workplace accommodations for our US and Canadian employees. Reporting to the Manager, Benefits & Leave, this role ensures compliance and high-touch support across leave and disability administration, employee engagement, compliance and training.

This role follows a hybrid schedule and requires regular, in-person work at our Boston, MA or Hampton, NH office. Our hybrid model is M/T/W in office and TH/F are optional work-from-home. Candidates must reside within commuting distance of one of these locations. Fully remote work is not available for this role.

Responsibilities

Leave Administration

• Responsible for the end to end administration of leave of absence programs including FMLA, state/local leaves, personal leaves, military leave, temporary disability and other statutory or company-provided leave programs.
• Partner with our third-party leave vendor in the administration of leaves to ensure accuracy and compliance with company policy, and state and federal laws.
• Manage the ADA interactive process, including reviewing medical documentation, discussions with employees and managers and evaluating reasonable accommodation requests.
• Responsible for timely, accurate and clear communication with employees and managers at all stages of the leave process to ensure full understanding and compliance.
• Work with cross functional support, including HRBPs and Legal, on leave denials, terminations and resolving issues that arise on more complicated leaves.
• Maintain the leave of absence internal tracking system; adding notes to ensure the information is accurate and up to date.
• Create benefit invoices for employees who miss their benefit deductions, tracks payments, processes benefit cancellations, COBRA and provides required documents to employees according to policy.
• Process company-paid leave, top-off pay, and mandatory PTO usage while ensuring timely submission of pay information to payroll.
• Responsible for ensuring compliance with all state leaves including maintaining the internal state leave tracking system with update information, managing employee notifications, posting documentation, and timely payroll coordination.

Workers' Compensation

• Manage the full lifecycle of workers' compensation claims, including timely submission, providing adjusters with necessary documentation (wage statements, state forms, medical reports), leave of absence compliance, and partnering with HR and Managers to authorize light-duty.
• Process litigation documents in compliance with legal requirements with guidance from the legal department.
• Maintain the WC internal database and HRIS, accurately tracking claim statuses, case notes, OSHA recordables, and total days of absence or restricted duty.
• Oversee OSHA compliance by maintaining Form 300 logs for 250+ locations, generating annual 300A summaries for all locations, and ensuring mandatory posting from Feb 1 to Apr 30.
• Distribute updated workers' compensation posters and compliance materials to all physical locations annually and as needed.
• Respond to Bureau of Labor Statistics requests and regulatory inquiries in a timely manner.

Other Duties

• Proactively audit current workflows to identify inefficiencies and provide recommendations that could improve efficiency.
• Provide ad hoc reports and analysis as requested for leave of absence, WC and Accommodation cases.
• Assist in the review, testing, and implementation of HR technology system upgrades for leave and WC management.
• Investigate and resolve discrepancies between HRIS and vendor systems.
• Ensures compliance with transactional activity, payroll schedules, benefits and deadlines related to leave of absence and workers' compensation processing.
• Maintains strict document control by ensuring all files are accurately named, categorized, and saved in compliance with company policies.
• Stay current on federal, state, and local regulatory changes impacting leaves and accommodations.

Qualifications

• Bachelor's degree in human resources, Business, or possesses equivalent experience
• 4+ years' experience administering leave of absence programs, including workers' compensation
• Strong working knowledge of FMLA, ADA and multi-state laws
• Experience managing the interactive accommodation process
• HRIS and Leave Management system experience preferred
• Strong organizational skills and ability to manage multiple cases simultaneously
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication skills with the ability to navigate sensitive employee matters and handle sensitive and confidential information appropriately
• Ability to creatively solve problems and demonstrate initiative and innovation
• Ability to exercise sound judgement and apply policies consistently and fairly
• Extremely efficient and organized with an exceptional ability to establish priorities and objectives
• Excellent presentation and communication skills along with the ability to communicate effectively across all levels of the organization
• Able to establish and maintain effective, collaborative work relationships with diverse individuals, internally and externally
• Dedicated learner with a natural curiosity for consistent growth
• Exhibits comfort, ease, and flexibility working in an extremely fast-paced ever-changing, deadline-driven environment
• Cooperative team player with an upbeat, positive, "can-do" attitude!

Perks

Planet Fitness cares about you and your well-being. We offer a comprehensive benefits package to eligible employees which includes the core medical, dental, vision, life and disability as well as supplemental accident, hospital and critical illness coverage options. In addition, we are proud to offer eligible employees a generous time off program (including volunteer time), childcare reimbursement, paid parental leave, pet care reimbursement, tuition reimbursement, free Black Card membership, learning and development programs and a whole host of engagement activities. We offer a 401(k) Plan with safe harbor employer matching and an employee stock purchase plan. This role is also eligible to participate in an annual corporate bonus incentive program based on company financial and personal performance.

The salary for NH-based and MA-based employees hired into this role will be aligned with the range below. This is a good faith estimate, and the amount of base salary will correspond with a candidate's professional experience, qualifications and internal equity.

Annual Base Salary Range: $70,000-$85,000

Note to Applicants: We have been made aware of an increasing number of hiring fraud schemes across numerous platforms. Planet Fitness never requires advance payments of any kind for computer equipment or any other purpose at the start of employment. Any request for you to provide payment information during the application process is part of a fraud scheme. Further, we recommend that you do not provide sensitive personal information (SSN, DOB, driver's license number) as part of the initial application process.