Benefits and Leave Manager

Overview

The Benefits and Leave Manager is responsible for the day-to-day administration and effective delivery of the organization’s health and welfare benefits and leave programs, including disability, workers’ compensation, ADA accommodations, retirement, and wellness support. This role ensures processes are accurate, timely, compliant, and responsive to associate needs in a complex, self-funded environment. The Manager coordinates annual renewals and open enrollment, maintains benefit and leave systems and records, manages vendor relationships and escalated issues, and provides clear education and guidance to associates. The role partners closely with the VP of People and Organizational Development, Finance, Payroll, Legal, Operations, Safety, and external advisors to support program effectiveness, regulatory compliance, and a consistent associate experience.

Responsibilities

Benefits Program Administration and Open Enrollment

• Manages the day-to-day administration of health and welfare benefit programs, ensuring accurate eligibility, enrollment, coverage, and service delivery for union and non-union associates.
• Processes and monitors enrollments, terminations, transfers, qualifying life events, and benefit classification changes within ADP and carrier systems.
• Reviews and reconciles benefit billing statements, resolves discrepancies, and partners with Finance to support accurate documentation and timely payment.
• Supports the annual renewal process by gathering claims, utilization, benchmarking, and cost information and preparing analysis and recommendations for HR leadership.
• Coordinates the end-to-end open enrollment process, including timelines, system configuration, testing, associate communications, meetings, and follow-up.
• Implements approved benefit plan changes within ADP, COBRA, FSA, HSA, and carrier platforms and verifies that configurations align with plan provisions.
• Administers the HSA program and coordinates employer contributions with Finance to ensure accurate and timely funding.
• Maintains productive relationships with benefit advisors, carriers, and vendors, monitors service delivery, and resolves or escalates issues as appropriate.
• Conducts benefit orientations, individual consultations, and benefits-related exit support and helps associates navigate Medicare, Social Security, and other external resources.

Leave, Disability, ADA, and Workers’ Compensation Administration

• Manages leave programs, including FMLA, applicable New Jersey leave programs, short- and long-term disability, ADA accommodations, and workers’ compensation.
• Coordinates leave intake, eligibility review, required notices, medical certifications, recertifications, leave designations, extensions, and return-to-work documentation.
• Maintains accurate tracking for consecutive and intermittent leave and updates leave status information within ADP and other applicable systems.
• Guides associates and managers regarding leave requirements, available benefits, responsibilities, timelines, medical restrictions, and return-to-work expectations.
• Coordinates the ADA interactive process with associates, managers, HR leadership, and Legal to support timely and consistent evaluation of reasonable accommodations.
• Reviews injury investigation reports, reports workers’ compensation claims, prepares wage statements, and follows up with associates, carriers, healthcare providers, Safety, Security, and Operations.
• Produces regular leave and workers’ compensation reports, supports OSHA recordkeeping, and ensures documentation is complete, current, confidential, and audit-ready.
• Partners with Payroll to coordinate sick pay, wage replacement, disability benefits, and other payments associated with leaves of absence.
• Coordinates Human Performance Evaluations and return-to-work restrictions and supports transitions to long-term disability or external state resources when applicable.
• Manages complex or sensitive cases and escalates material compliance, employee relations, or operational concerns to HR leadership and Legal when appropriate.

Retirement, Wellness, and Vendor Coordination

• Administers the day-to-day operations of the 401(k) plan and serves as a primary contact for the recordkeeper, plan advisors, Payroll, and associates.
• Supports associates with enrollment, elections, loans, distributions, and general retirement plan questions and coordinates participant education.
• Manages auto-enrollment and re-enrollment processes and conducts reconciliations between ADP, Payroll, and the recordkeeper to identify and resolve discrepancies.
• Supports annual retirement plan audits, required participant notices, disclosures, and fiduciary committee materials under the direction of HR leadership.
• Coordinates wellness and EAP programs, vendor-led initiatives, education, communications, and events within approved priorities and budgets.
• Monitors vendor responsiveness, participation, utilization, and service issues and recommends practical improvements to HR leadership.
• Maintains clear documentation of vendor contacts, open items, decisions, and follow-up responsibilities across assigned programs.

Compliance, Reporting, Associate Education, and Process Improvement

• Ensures assigned benefits, leave, retirement, wellness, and workers’ compensation processes are administered consistently with applicable laws, plan documents, and company policies.
• Coordinates required filings, disclosures, and notices, including ERISA materials, ACA reporting support, COBRA notices, CMS and PCORI requirements, RxDC, CHIPRA, SARs, and applicable plan amendments.
• Supports ACA eligibility tracking, data review, reporting, and timely distribution of required forms in partnership with Payroll and external vendors.
• Maintains HIPAA privacy and data-protection practices and safeguards confidential medical and benefit information in all systems and communications.
• Maintains benefits- and leave-related procedures, forms, templates, and records and supports policy updates in partnership with HR leadership and Legal.
• Prepares documentation for audits, regulatory inquiries, and internal reviews and follows through on identified corrective actions.
• Monitors regulatory and vendor updates, identifies potential impact, and brings recommended process or policy changes to HR leadership.
• Develops and delivers clear benefits and leave communications, presentations, and educational resources for associates and managers.
• Serves as the primary point of contact for complex benefits and leave questions, coordinating with vendors and internal partners through resolution.
• Uses reporting, feedback, recurring issues, and process reviews to improve accuracy, efficiency, compliance, and the associate experience.

Qualifications

• Bachelor’s degree or equivalent experience, preferably in Human Resources, Benefits, or a related field
• Preferred: CEBS, CBP, SHRM-CP, PHR, or leave administration certification
• 5-7 years of progressive experience in benefits and leave administration, including hands-on responsibility for complex leave cases and benefit program operations
• Comprehensive working knowledge of health and welfare benefits and leave administration in a complex environment
• Hands-on experience with self-funded plan administration, claims and utilization information, vendor coordination, and annual open enrollment
• Knowledge of FMLA, ADA, short- and long-term disability, workers’ compensation, and applicable New Jersey leave and wage-replacement programs
• Working knowledge of ERISA, ACA, HIPAA, COBRA, OSHA recordkeeping, and other benefits and leave compliance requirements
• Experience with HRIS and benefit platforms, preferably ADP, and the ability to learn and maintain multiple vendor systems
• Ability to reconcile benefit and leave data, identify discrepancies, maintain accurate records, and prepare clear reports
• Strong communication and presentation skills with the ability to explain complex information to associates and managers
• Strong judgment and problem-solving skills when handling sensitive, complex, or time-sensitive matters
• Ability to manage multiple deadlines and programs independently while maintaining accuracy, confidentiality, and follow-through
• Ability to partner effectively with Finance, Payroll, Legal, Operations, Safety, vendors, carriers, and advisors
• Customer-focused approach and commitment to providing responsive, consistent associate support
• Bilingual English/Spanish preferred