Benefits Administrator

Job Title Benefits Administrator Position Overview

Job Description

The Benefits Administrator plays a critical role in supporting the company’s Total Rewards strategy through the accurate, compliant, and timely administration of employee benefit programs. This role delivers concierge-level support, and positive benefits experience in handling Health and Wellness inquiries from associates and their families via service center phone and delegated email.

Build a strong understanding of our benefit plans, programs, and policies so you can confidently guide employees through their options and help them make the choices that best support their well‑being. Actively promote our Wellness Programs and Health & Wellness resources, making sure associates know what’s available to them and how to use those benefits to improve their overall health.

Aim for first‑contact resolution by using the tools, resources, and knowledge available, and when an issue needs deeper expertise, partner with the appropriate subject matter experts to get the associate the support they need quickly and accurately.

Manage a variety of benefits administration tasks within Workday and vendor systems, including enrollments, reviewing information, and updating eligibility. Present options, rationale, and recommended next steps. Ensure each action follows plan rules and meets all compliance and legal requirements.

Communicate with associates in a clear, empathetic, and supportive way, recognizing that benefits often relate to meaningful moments in their lives. Stay curious and committed to growing your knowledge so you can provide the best experience possible. Work collaboratively with teammates, HR partners, payroll, and external vendors every day to deliver smooth, accurate, and people‑centered benefits service.

POSITION RESPONSIBILITIES:

• Respond to Benefits and Health & Wellness inquiries via phone and email with clear, empathetic, and professional communication
• Interpret plan documents and policies, e.g. eligibility guidelines, Federal & state regulations (ERISA, ACA, COBRA) to determine qualifications for enrollment periods
• Make eligibility decisions by reviewing and validating dependent verification documentation for accuracy and compliance
• Resolve associate issues by evaluating factors choosing the most equitable and complaint path for plan-allowed exception
• Educate associates on benefit plan designs, eligibility rules, cost considerations, and available offerings
• Provide guidance on COBRA and COBRA-Retiree eligibility, and benefits offboarding information
• Provide guidance on qualifying life events, eligibility periods, and required documentation
• Advise on eligible dependents, dependent verification requirements, and enrollment steps
• Assist severance associates with Workday access and benefit changes
• Support associates with guidance and troubleshooting for benefit enrollments and changes in Workday (e.g., new hire onboarding, open enrollment, life events, HSA elections, personal information updates)
• Confirm coverage eligibility and process benefit enrollments in Workday on behalf of associates
• Initiate Disaster Relief requests and COBRA enrollments through Workday or vendor portals
• Support benefit-related business processes in Workday according to established schedules
• Support Open Enrollment activities, including system testing, content review, and post-enrollment follow-up
• Promote and educate associates on Wellness Programs and additional offerings (e.g., Be Well Programs, Tobacco Cessation, EAP, wellness incentives)
• Provide guidance on earned wellness incentives, timing of funding, and how incentives are applied
• Collaborate with internal partners to ensure accurate application of incentives and track any discrepancies
• Access health plan and pharmacy benefit vendor portals to confirm eligibility, generate ID cards, and review claim information
• Complete eligibility updates in Express Scripts’ client portal
• Access benefits billing information via vendor portals to provide guidance on benefits billing processes
• Access health care spending via vendor portal to validate employer funding.
• Coordinate escalations with the Benefits Analyst regarding benefits billing issues, HSA/spending account concerns, and premium deduction discrepancies
• Partner with the Clinical Program Manager on escalations related to medical or prescription benefits
• Send urgent eligibility updates to plan administrators or vendors as needed
• Assist with voluntary benefits escalations and vendor communication
• Support the HR office on benefit inquires, and routing to appropriate internal or external partners
• Provide guidance on coordination of benefits between employer health plans and Medicare, ensuring associates understand primary/secondary payer rules
• Demonstrate strong knowledge of Medicare rules for both active and inactive associates, including enrollment requirements
• Complete Medicare Employment Verification forms, QMCSO enrollments, and CHIPRA requests
• Maintain strict adherence to HIPAA regulations and protect associate privacy at all times
• Review and process required documentation for qualifying life events and dependent verification in alignment with plan summaries to ensure accuracy and maintain plan integrity.
• Document benefit enrollment findings, correct identified errors, and collaborate with internal stakeholders to address root causes and prevent future occurrences
• Strong understanding of compliance requirements related to HIPAA, ACA, COBRA, Medicare, and ERISA
• Review existing processes, identify gaps, and update documentation to reflect benefit business process changes, compliance requirements, and best practices.
• Support internal and external audits and provide guidance to HR and associates as needed
• Contribute to internal process-improvement initiatives

Position Requirements:

• High School Diploma/GED and 5+ years of work-related experience or 1-2 years Benefits experience
• Workday Experience or other HRIS system
• Strong customer service skills
• Attention to Detail
• High Level of Confidentiality
• Organized and Efficient
• Clear Written and Verbal Communication
• Proactive / Takes Initiative
• Positive Attitude and Works Well with Teammates
• Cross-training / Critical Process Backup
• Willingness to Work Partial Remote Schedule
• Preferred Skills:
• Interactive voice response or call routing knowledge
• Bilingual (English/Spanish) is preferred

Notes:

An associate in this role should have advanced knowledge of benefits, have a strong ability to problem-solve, attention to detail, and great customer service. This role would be filled by an individual who has benefits administration experience.

Work Shift 8 Hr non-rotating shift, Hrs fall to in punch day, Observed Calendar, shift starts AM Shaw Industries is an equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.