Workers' Compensation Administrator

Workers' Compensation Administrator

Trident Consulting is seeking a Workers' Compensation Administrator for one of our clients in Aliso Viejo, CA. A global leader in business and technology services.

Pay Range $50- $53.51/hr. on W2

Location: Aliso Viejo, CA

Type: W2 Contract Duration: 6 Months

Job Summary

This role is responsible for end-to-end administration of employee leaves of absence, workplace accommodations, and workers' compensation claims, supporting a global employee population with the majority of activity focused in the United States. This role serves as a key point of contact for employees, managers, HR Business Partners, Payroll, and external vendor partners to ensure accurate, timely, compassionate, and compliant case management. The administrator will maintain documentation, coordinate vendor processes, track and report metrics, support development of communications and training, and help continuously improve the employee experience and operational effectiveness across leave, accommodations, and claims. In addition to leave and accommodation responsibilities, this role supports adjacent programs including wellbeing, disability, behavioral health, etc. to ensure employee awareness and utilization when applicable. The role partners closely with the leave and accommodation administrators, Benefits, HR Business Partners, Payroll, and Legal to ensure consistent processes, risk mitigation, and positive employee outcomes.

Job Responsibilities

Leave of Absence (LOA) Administration

• Serves as day-to-day administrator for leave programs, including intake, eligibility assessment, notices, documentation tracking, designation, and return-to-work coordination while applying judgement to complex or non-standard situations.
• Ensures accurate coordination of job-protected leaves (as applicable), company paid leave, and wage replacement programs, partnering with Payroll/Benefits for pay and benefit premium impacts.
• Interpret and apply federal, state and local leave and accommodation requirements to individual cases, ensuring compliant and equitable outcomes.
• Partners with the Company's leave administrator as applicable (e.g., Tilt) to facilitate smooth case handling, employee communications, and resolution of escalations.
• Coordinates return-to-work transitions including restrictions review, manager guidance, and appropriate documentation/work status updates.
• Maintains consistent, empathetic employee communications while preserving confidentiality and appropriate access controls.

Workplace Accommodations

• Administers the interactive accommodations process from intake through determination and implementation, including documentation review, manager coordination, and follow-up.
• Partners with the Company's accommodations platform/vendor as applicable (e.g., Disclo) to manage requests, track documentation, and support timely outcomes.
• Coordinates with HR, Legal, and business leaders on complex cases (e.g., overlapping leave/accommodation issues, performance considerations, safety-sensitive roles).
• Supports accommodations documentation workflows (e.g., medical necessity/job accommodation request materials) and maintains complete case files.

Workers' Compensation (WC) Claims Administration

• Coordinates workers' compensation claims intake, reporting, and ongoing case administration with carriers/TPAs and internal stakeholders.
• Works with managers, EHS/Safety (as applicable), and HR to obtain incident details, support investigations, and facilitate required documentation.
• Supports return-to-work planning for WC claims, including transitional duty coordination, restrictions management, and alignment with leave/accommodation processes when overlapping.
• Monitors claim status, follow-ups, and vendor responsiveness to ensure timely decisions and appropriate employee support.

Compliance, Documentation, and Risk Management

• Ensures processes align with applicable laws and policies, maintaining accurate records, audit-ready documentation, and appropriate retention practices.
• Manages sensitive medical and personal information with strict confidentiality and need-to-know access.
• Maintains and improves standardized templates, forms, case notes, and playbooks; identifies gaps and proposes process improvements.
• Supports internal reporting and trend analysis (e.g., volume, durations, outcomes, vendor SLAs, return-to-work success indicators).

Stakeholder Partnership & Service Delivery

• Serves as a trusted partner to employees and managers—providing clear guidance, setting expectations, and ensuring a consistent experience.
• Handling escalations with professionalism and collaborate to provide clean handoffs with Total Rewards/Benefits, HRBPs, and Payroll, as needed to resolve complex pay, benefits and employee relations interactions.
• Educate and guide managers/HRBPs on best practices for leave and accommodations; reinforces appropriate escalation pathways and documentation standards.
• Contributes to communications and resource updates that help employees understand leave and support options (as applicable).
• Develops and delivers training related to leave and accommodation programs, policies, and procedures for employees, managers, and HRBPs, ensuring consistent understanding, compliance, and effective administration of leave benefits.

Systems & Operational Excellence

• Maintains data accuracy across HRIS and vendor platforms; ensures timely updates and reconciliations.
• Tracks key milestones, deadlines, and required notices to reduce compliance risk and improve cycle times.
• Participates in cross-functional initiatives that impact LOA/accommodations/WC processes, including vendor transitions and system enhancements.

Requirements / Qualifications

• Bachelor's degree or equivalent experience in Human Resources, Business Administration, or a related field.
• 5+ years of experience administering leaves of absence and/or accommodations; workers' compensation administration experience strongly preferred.
• Experience supporting U.S. leave programs and multi-state complexity; experience supporting global populations preferred.
• Experience partnering with third-party administrators and/or case management platforms (e.g., leave administrator and accommodations vendor).
• Working knowledge of U.S. leave and accommodations concepts (e.g., job protection, certification workflows, interactive process) and ability to apply policy consistently.
• Demonstrated ability to manage multiple cases simultaneously with strong attention to detail and deadline discipline.
• Excellent written and verbal communication skills; ability to translate complex requirements into clear, employee-friendly guidance.
• High integrity and discretion handling confidential medical information; strong judgment and professionalism.
• Strong stakeholder management skills, including de-escalation, empathy, and customer-service mindset.
• Analytical skills to track metrics, identify trends, and recommend improvements.
• Proficiency with HRIS, case management tools, and Microsoft 365.

About Trident Consulting

• Trident Consulting is an award-winning staffing and consulting firm headquartered in San Ramon, CA. Since 2005, we've partnered with Fortune 500 and high-growth companies to deliver high-quality talent across technology, engineering, business operations, and professional services.
• We specialize in contract, contract-to-hire, and direct hire placements, supporting roles across IT, data & analytics, cloud, cybersecurity, finance & accounting, HR, operations, and more. With a strong focus on hard-to-fill and niche positions, our global recruiting engine enables us to deliver speed, quality, and scale.