Job Description

The Benefits Coordinator supports the day-to-day administration of employee benefit and absence-related programs across the Americas region (U.S., Canada, and LATAM), with a primary focus on the United States. This role provides operational support for leave of absence programs, accommodations, absence management, and select benefits processes, ensuring positive and compliant employee experience.

The Benefits Coordinator partners closely with third-party administrators (TPAs), insurance carriers, brokers, HR partners, and managers to support federal, state, and company-sponsored leave programs (including FMLA, Short-Term Disability, and state paid family leave), ADA accommodations, light workers’ compensation processes, and internal recognition programs such as spot awards. The role also contributes to broader Total Rewards initiatives, continuous process improvement, and special projects throughout the year.

Benefits & Absence Administration

• Support the administration of employee leaves and absences across the Americas region, including U.S. federal, state, and company-sponsored leaves (e.g., FMLA, Short-Term Disability, Medical Non-FMLA, Personal Leaves), with supplemental support for Canadian provincial leaves and applicable LATAM programs (Mexico and Brazil).
• Assist with day-to-day absence management activities, including intake coordination, documentation tracking, and employee follow-up.
• Serve as a point of contact for employees, managers, and HR partners regarding benefit-related inquiries, leave eligibility, process steps, timelines, and expectations.
• Provide light support for workers’ compensation claims, including coordination with HR, Payroll, carriers, or TPAs, tracking claim status, and ensuring proper documentation.

ADA Accommodations & Return-to-Work Support

• Support the ADA interactive process by coordinating documentation, facilitating conversations with HR partners and managers, and tracking accommodation outcomes.
• Assist with return-to-work planning, including coordination of accommodations, transitional duty considerations, and communication with relevant stakeholders.
• Help ensure employees return to work safely, timely, and in compliance with company policy and applicable regulations.

Vendor, Broker & Carrier Coordination

• Partner with third-party administrators (TPAs) to monitor leave and absence activity, assist in resolving issues, and escalate concerns as needed.
• Coordinate with insurance carriers, disability partners, and the benefits broker to support effective claim handling and benefit administration.
• Help ensure vendors meet service expectations and support a consistent employee experience.

Employee Recognition & Spot Awards

• Provide administrative support for employee recognition programs, including spot awards, ensuring timely processing, accurate tracking, and adherence to program guidelines.
• Partner with HR, Finance, and Payroll to support recognition-related requests and reporting.

Compliance, Documentation & Reporting

• Maintain accurate, confidential records of benefits, leave, and absence activity in HRIS and case management systems.
• Support compliance with applicable federal, state, and local regulations, including FMLA, ADA, state leave laws, and internal policies.
• Assist with audits, reporting requests, and trend analysis related to benefits utilization, leaves, and absences.

Total Rewards & Cross-Functional Support

• Provide support to broader Total Rewards programs during peak periods or special initiatives, including:
• Annual Open Enrollment
• Annual compensation processes (e.g., merit cycles, bonus support)
• Benefits billing reconciliation in partnership with Payroll
• Policy reviews, documentation updates, and process improvements
• Special projects requiring analytical, administrative, or coordination support

Qualifications

• Strong knowledge of U.S. leave laws (FMLA, ADA, state‑specific leave regulations)
• Working understanding of Canadian and LATAM leave programs preferred
• Ability to manage confidential information with discretion
• Excellent written and verbal communication skills
• Strong vendor‑management and relationship‑building abilities
• Highly organized with strong attention to detail
• Ability to work in a fast‑paced environment and manage multiple cases simultaneously
• Problem‑solving mindset with customer‑focused approach
• Proficiency in HRIS systems, leave administration platforms, and Microsoft Office Suite