BENEFITS & LEAVE ADMINISTRATOR

Job Description

Job Description

BENEFITS & LEAVE ADMINISTRATOR

Company: Team Clean, Inc.
Location: Philadelphia, PA
Department: Human Resources
Reports To: HR Director
Employment Status: Full-Time

Position Summary

Team Clean, Inc. is seeking an experienced and highly organized Benefits & Leave Administrator to manage and coordinate the company's employee benefits, leave, workers' compensation, and retirement programs.

This position will serve as a primary point of contact for employees regarding health and welfare benefits, 401(k) administration, leaves of absence, disability benefits, workers' compensation, and related programs. The Benefits & Leave Administrator will work closely with employees, Human Resources, Payroll, insurance carriers, benefits brokers, retirement plan providers, and other external partners to ensure programs are administered accurately, efficiently, and in accordance with applicable requirements.

The ideal candidate is detail-oriented, service-focused, and knowledgeable about benefits and leave administration. The successful candidate must be comfortable supporting a diverse, multi-site workforce and handling confidential employee information with discretion and professionalism.

Essential Duties and ResponsibilitiesBenefits Administration

• Administer employee benefit programs, including medical, dental, vision, life insurance, disability insurance, and Employee Assistance Programs (EAP).

• Process employee benefit enrollments, qualifying life event changes, and terminations accurately and timely.

• Conduct benefits orientation for newly hired employees.

• Coordinate and support the annual open enrollment process.

• Maintain accurate employee benefit information in ADP Workforce Now and applicable carrier/vendor systems.

• Serve as a primary liaison with benefits brokers, insurance carriers, and other benefits vendors.

• Research and resolve employee benefit eligibility, enrollment, coverage, and claim-related questions.

• Reconcile benefit enrollment information and assist with identifying and correcting discrepancies.

• Prepare and distribute benefits communications and educational materials to employees.

401(k) & Retirement Plan Administration

• Coordinate the day-to-day administration of the company's 401(k) retirement plan.

• Monitor employee eligibility and enrollment.

• Assist employees with general retirement plan questions and direct employees to the appropriate plan resources when necessary.

• Coordinate with Payroll and retirement plan providers regarding employee contributions, employer contributions, distributions, loans, and other plan-related matters.

• Assist with retirement plan reporting, audits, testing, and other administrative requirements.

• Maintain accurate and confidential retirement plan records.

Leave Administration

• Administer employee leaves of absence, including FMLA, personal leaves, military leave, disability-related leaves, and other applicable protected leaves.

• Review employee eligibility and provide required notices and documentation.

• Track leave dates, certifications, approvals, extensions, and return-to-work requirements.

• Maintain regular communication with employees while they are on approved leave.

• Coordinate return-to-work processes, including required medical documentation when applicable.

• Work with HR management on leave situations involving accommodations or other employment considerations.

• Maintain accurate leave records and ensure compliance with applicable federal, state, and local requirements.

Workers' Compensation Coordination

• Coordinate workers' compensation claims with employees, management, insurance carriers, and claims administrators.

• Ensure workplace injuries are reported accurately and timely.

• Maintain workers' compensation files and track claim status.

• Communicate with injured employees regarding claim information, medical documentation, work restrictions, and return-to-work requirements.

• Assist with workplace injury investigations and reporting.

• Coordinate modified-duty and return-to-work programs when appropriate.

• Maintain accurate documentation related to open and closed claims.

Compliance & Reporting

• Assist with the administration and compliance requirements associated with benefits and leave programs, including:

  • Affordable Care Act (ACA)

  • Consolidated Omnibus Budget Reconciliation Act (COBRA)

  • Family and Medical Leave Act (FMLA)

  • Health Insurance Portability and Accountability Act (HIPAA)

  • Employee Retirement Income Security Act (ERISA)

• Maintain confidential employee benefits, medical, leave, and workers' compensation records.

• Assist with benefits and retirement plan audits.

• Prepare recurring and ad hoc benefits, leave, workers' compensation, and retirement reports.

• Monitor deadlines and required notices to support timely compliance.

• Stay informed of regulatory changes affecting employee benefits and leave administration.

• Assist with union benefit coordination when applicable.

Employee Support & Education

• Serve as a knowledgeable and professional resource for employee benefit and leave questions.

• Educate employees regarding available benefit programs, enrollment processes, and available resources.

• Assist employees in navigating benefit carrier and retirement plan systems.

• Provide clear and timely communication regarding benefits, leave, and other assigned programs.

• Support management and Human Resources with benefits-related communications and employee education initiatives.

QualificationsEducation

• Associate's or Bachelor's degree in Human Resources, Business Administration, Benefits Administration, or a related field preferred.

• Equivalent combination of education and relevant professional experience may be considered.

Experience

• Minimum of 3 years of benefits administration experience preferred.

• Experience administering FMLA and other employee leaves.

• Workers' compensation administration or claims coordination experience preferred.

• Experience with retirement plan/401(k) administration preferred.

• Experience using ADP Workforce Now strongly preferred.

• Experience supporting a multi-site and/or unionized workforce is a plus.

Knowledge, Skills & Abilities

• Working knowledge of FMLA, COBRA, ACA, HIPAA, ERISA, and other applicable benefits and leave requirements.

• Strong organizational, analytical, and time-management skills.

• Excellent attention to detail and ability to maintain accurate records.

• Strong written and verbal communication skills.

• Excellent employee service and problem-solving skills.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Ability to handle confidential and sensitive information with discretion and professionalism.

• Ability to work independently while collaborating effectively with HR, Payroll, Operations, and external vendors.

• Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.

• Proficiency with HRIS and benefits administration systems.

Compensation & Benefits

Team Clean, Inc. offers a competitive compensation and benefits package, which may include:

• Competitive salary based on experience

• Medical, dental, and vision benefits

• 401(k) retirement plan participation

• Paid time off

• Paid holidays

• Additional company-sponsored benefits in accordance with applicable plan terms

Equal Employment Opportunity

Team Clean, Inc. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Team Clean, Inc. reserves the right to modify job duties and responsibilities based on business needs.