Benefits Administrator – W2 Contract
Austin, TX – 5 days in office
Pay Rate – $40-$45/hr
Position Summary
The Benefits Administrator is responsible for supporting the day-to-day administration, operations, and continuous improvement of the organization’s benefits programs. This role ensures data accuracy, supports employee inquiries, manages vendor coordination, and maintains compliance with applicable regulations while delivering a high level of employee support.
Essential Functions / Key Areas of Responsibility
Benefits Administration & Operations
- Support core benefits administration and daily operations.
- Maintain the quality and integrity of benefits databases.
- Work closely with the HRIS team to monitor the flow of benefit information across systems including Workday, Benefit Solver, Fidelity, Sun Life, Homewood, and payroll.
- Ensure data is timely, complete, and accurately maintained.
- Update and maintain employee benefit records.
- Monitor data cleaning and maintain records, files, and data resources, including updates with providers (Workday, Businessolver, Fidelity, payroll).
- Troubleshoot system and benefits-related issues as needed.
Invoice Processing & Financial Coordination
- Process benefits-related invoices and coordinate with Finance as needed.
- Partner with carriers, brokers, and internal finance/accounting teams to gather employee data.
- Oversee processing of monthly billings and preparation of vouchers for payment of administrative fees for all group plans.
Employee Support & Communication
- Provide customer service by responding to employee benefits inquiries and requests.
- Serve as an escalation point for Tier 1 benefits-related questions.
- Advise employees on benefit options directly or through the PSS MyThales system.
- Maintain benefits websites and SharePoint pages.
Benefits Payroll & Auditing
- Ensure reliability and accuracy of benefits payroll processing.
- Perform weekly audits of benefit deductions.
- Audit and confirm timely payment of monthly premiums and resolve discrepancies.
Compliance & Program Support
- HIPAA
- Plan and execute annual HIPAA training for employees handling benefits.
- Ensure training is documented and completed by October each year.
- COBRA
- Partner with the COBRA Administrator to ensure timely notice distribution.
- Prepare data for non-discrimination testing and respond to vendor census requests.
Wellbeing Program Support (Energize for Life)
- Participate in the development and promotion of the well-being platform.
- Administer the program and monitor employee eligibility.
- Track enrollment and participation statistics to identify communication improvements.
- Update training materials (e.g., new employee guides and portal information).
- Create benefits and wellbeing-related communications.
- Provide distribution lists and obtain approvals from 1st Point HR (5 business days in advance).
1st Point HR Support
- Respond to Tier 2+ benefits-related cases in MyThales within SLA requirements.
- Address complex benefits inquiries outside PSS scope.
- Update personal and dependent information in Benefit Solver when not captured via Workday integration.
- Verify Qualified Life Event (QLE) transactions and eligibility approvals.
- Troubleshoot HSA and FSA requests.
- Provide support for retirement-related inquiries (e.g., retiree medical and pension questions).
- Assist with benefits forms and wellbeing-related inquiries.
Leave of Absence (LOA) Support
- Act as a liaison for benefits during employee leave processes.
- Coordinate with the LOA Administrator on benefits-related matters.
- Prepare direct billing in coordination with Benefit Solver.
- Facilitate a smooth leave experience between employees, managers, and HR.
Process Consistency & Documentation
- Maintain a consistent and standardized approach to issue resolution.
- Document processes and updates as necessary.
Minimum Requirements
- Bachelor’s degree in Business Administration, Human Resources, or a related field.
- 5–7 years of experience as a Benefits Administrator.
- In-depth knowledge of benefit plans and programs.
- Experience with HR Information Center/Shared Services (PSS utilizing ServiceNow).
- Hands-on experience with Workday.
- Experience creating and maintaining SharePoint sites.
- Strong Excel skills.
- Strong written and verbal communication skills in English.
Preferred Qualifications
- PHR or SHRM-CP certification preferred.
- Understanding of Canadian benefits programs.
- Strong critical thinking and problem-solving skills.
- Team-oriented mindset.
- Strong time management skills.
- Excellent interpersonal and communication skills.
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