Benefits Administrator

Job title: Benefits Administrator               

FLSA status: Exempt

Department: Human Resources                 

Reports To: President of Operations

Position Summary: The Benefits Administrator is responsible for the day-to-day administration of employee benefit programs including medical, dental, vision, disability, retirement, and wellness offerings. This role ensures accuracy in benefits enrollment, compliance with applicable regulations, and exceptional service in supporting employee benefit needs. The Benefits Administrator collaborates with vendors, brokers, Payroll, Finance, and HR teams, and also supports key events such as open enrollment, 90-day benefits onboarding, and quarterly 401(k) trustee meetings.

General Purpose: Maintain culture building and development of the Family Express “Living Brand” by observing all aspects of the company’s Human Resources and the Human Resource department, consistent with the Family Express vision and mission. Aids all levels of the company, adhering to all department policies and procedures.

Position Responsibilities

• Administer all employee benefit programs, including medical, dental, vision, life, disability, wellness, and retirement plans.
• Facilitate 90-day benefits enrollment by supporting newly eligible employees through the onboarding and selection process.
• Respond to employee inquiries regarding benefit plan provisions, enrollment status, and coverage changes.
• Maintain accurate employee benefits records, manage document retention, and ensure data integrity in the HRIS.
• Oversee vendor relationships for escalated issues related to plan design, claims, COBRA, retirement administration, and system data syncing.
• Ensure timely and accurate communication of benefit eligibility to vendors; review enrollment files for accuracy.
• Coordinate and attend quarterly 401(k) trustee meetings with the Plan Advisor.
• Plan and administer annual open enrollment for benefits and retirement programs, including preparation of materials, system setup, and employee education.
• Prepare and organize benefit-related educational meetings and materials throughout the year.
• Partner with brokers, HR, and Finance to conduct annual benefits reviews and complete census and data requests from vendors.
• Collaborate with Payroll to ensure accurate deduction setup and resolve benefits-related discrepancies.
• Maintain compliance with all applicable federal, state, and local laws regarding employee benefits.
• Participate in internal and external audits related to benefit plans and data.
• Monitor associate morale and company culture.
• Provide personnel policy and procedure guidance to associates and management.
• Review, track, and document compliance with mandatory and non-mandatory training, continuing education, and work assessments.
• Maintain compliance with employment laws, regulations, and best practices; routinely review and update policies to ensure compliance.
• Stay informed of HR trends, best practices, regulatory changes, and new technologies in talent management and employment law as applicaple.
• Manage risk across all layers of the organization, helping to minimize financial and compliance-related impact.
• Perform other duties as assigned by supervisor.

Role Qualifications:

• Minimum 3 years of experience in benefits administration required.
• Strong knowledge of benefit programs and regulatory compliance (ERISA, HIPAA, COBRA, FMLA, ACA, etc.).
• Experience with Paylocity or similar HRIS/benefits platforms preferred.
• Must be able to be on call 24/7 to support our stores and all levels of the organization.
• Proven ability to manage vendor relationships, open enrollment cycles, and benefits education efforts.
• Prior experience working cross-functionally with HR, Finance, and external brokers/vendors.

Essential Skills and Experience:

• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills at the strategic and functional level.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Knowledge of employment-related laws and regulations.
• Knowledge of benefits programs including health insurance, short- and long-term disability, workers’ compensation, unemployment regulations, life insurance, FMLA, COBRA, and 401(k).
• Understanding of human resource policies and programs.
• Thorough knowledge of state and federal regulations related to benefits administration.
• Proficient with Microsoft Office Suite or related software.
• Proficiency with or the ability to quickly learn the organization’s HRIS and talent management systems.

Non-Essential Skills and Experience:

• Previous retail experience
• Experience with Paylocity
• 2–4-year college degree in Human Resources or related field

Reporting To This Position: None

Physical Demands and Work Environment:

• Physical Demands: While performing the duties of this job, the employee is required to stand for prolonged periods; work longer than eight (8) hour shifts, reach, climb, balance, stoop, kneel, crouch; talk and hear; taste and smell. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
• Work Environment: Must have flexibility to work, all days of the week, when necessary, along with holidays and evenings.