Benefits Coordinator

POSITION SUMMARY:

Reporting to the Benefits Manager, the Benefits & Immigration Coordinator will provide secondary administrative support to the benefits and HR Operations teams and act as a contact for staff across the firm's U.S. domestic offices. Working closely with members of Human Resources, Accounting, and outside vendors, this role will work on various HR matters including but not limited to: benefits, HRIS, immigration, and HR operations.

DUTIES AND RESPONSIBILITIES:

Benefits

• First point of contact for benefit inquiries. Follow up is required on a proactive basis, until issues are resolved and outcome is communicated back to participant. Forward elevated/complex/LOA issues to Senior Benefits & Wellness Administrator.
• Manages the day-to-day administration, timely enrollment, communications, record maintenance, and invoice processing for these benefit programs: backup childcare, FSA, COBRA and home & auto.
• Work directly with carriers to resolve coverage, eligibility problems, and claims questions for active, retiree, and COBRA participants. Follow up is required on a proactive basis, until issues are resolved and outcome is communicated back to participant.
• Manage all pending pays for back charges or refunds in HR system. Work with payroll on all deduction or earning issues. Review payroll reports each pay period to ensure accuracy. Notify affected employees of upcoming payroll refunds or back charges when necessary.
• Work with Senior Benefits & Wellness Administrator with Life Events to ensure coverage changes are communicated to the provider.
• Send appropriate benefits enrollment documentation to each covered individual; may include ID cards and other information. Send other benefit materials as requested to current employees.
• Communicate terminations to third-party COBRA administrator to ensure that COBRA notifications are prepared in a timely manner. Conduct periodic audits of the eligibility information with vendor and HRIS to ensure accuracy.
• Assist in organizing and processing annual benefits open enrollment communications and elections. Communicate coverage changes to insurance carriers through open enrollment eligibility files.
• Perform ergonomic evaluations for staff and attorneys, order ergonomic supplies and coordinate with facilities on any furniture issues.
• Preparation of payments all benefits invoices by tracking to ensure timely and accurate payments.
• Backup to Senior Benefits & Wellness Administrator in conducting new hire orientations, telephonically, through video conference and in person.

HR Operations

• Work with UltiPro and HRIS Specialist on issues or changes for all benefit integration files. Review weekly discrepancy files and correct errors.
• Serve as the point of contact for all payroll related inquiries. Work closely with payroll team on processes and workflows.
• Input all benefits data in HRIS and be proficient in the use of HRIS including queries. Working with the HRIS Assistant, conduct monthly audits to ensure accuracy.
• Participate in weekly meetings with Benefits Manager to review progress on special projects and discuss escalated issues.
• Special projects as required by the Benefits Manager.

EXPERIENCE AND QUALIFICATIONS

• Bachelor's Degree
• 1+ years of benefits experience working in a law firm or corporate environment required.

ADDITIONAL REQUIREMENTS:

• Excellent written and verbal communication skills.
• Ability to learn quickly and work in team or independently.
• Excellent prioritization skills and need for confidentiality a must.
• Strong knowledge in Microsoft Excel, MS Word and Outlook
• Maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things.
• Ability to collaborate and interact with all levels of personnel
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Speaks clearly and persuasively in positive or negative situations. Edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Prioritizes and plans work activities, uses time efficiently.
• Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.