Benefits System Coordinator

POSITION PURPOSE 

The Benefits System Coordinator organizes, maintains, and supports client benefit plans within the benefits administration system. This position works with clients, internal teams, benefit administration vendors, and insurance carriers to support accurate plan setup, eligibility, enrollment, data transmission, auditing, and ongoing system administration while providing responsive and professional customer service. 

ESSENTIAL JOB RESPONSIBILITIES 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities below are representative of the work performed. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

•  Develop and maintain a thorough understanding of each client’s benefit plans, vendors, policies, and administrative requirements. 

•  Set up, update, and maintain benefit plans within the benefits administration system, including adding new plans and removing plans that are no longer used. 

•  Process and support eligibility uploads, enrollment changes, terminations, beneficiary updates, and other routine benefit administration activities. 

•  Coordinate daily benefits processing, including carrier file feeds and the transfer of data to external partners for services, premiums, and plan administration. 

•  Monitor discrepancy reports, research errors, and coordinate corrections to support accurate enrollment and eligibility data. 

•  Perform regular audits of client enrollments, plan configurations, data feeds, and overall system performance. 

•  Serve as a primary system contact for clients, internal team members, benefit administration vendors, and other external partners. 

•  Provide timely and professional customer service and technical support to internal and external clients. 

•  Maintain and oversee group benefits data within the benefits administration system. 

•  Analyze complex benefits information, stay informed about industry trends, and serve as a knowledgeable resource for the Benefits team. 

•  Develop client and employee communication tools that improve understanding of benefit plans and enrollment processes. 

•  Evaluate and revise internal processes to improve accuracy, efficiency, consistency, and service. 

•  Document and maintain administrative procedures for assigned benefit processes and systems. 

•  Follow applicable federal and state requirements and established agency procedures. 

•  Perform other duties as assigned. 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES 

•  Strong understanding of employee benefit plans, plan designs, contract language, eligibility, enrollment, and benefits administration. 

•  Computer proficiency and technical aptitude, including experience with Microsoft Excel, PowerPoint, Outlook, HRIS platforms, and benefits administration databases. 

•  Strong analytical and problem-solving skills with the ability to review complex information, identify discrepancies, and coordinate accurate solutions. 

•  Effective planning, project coordination, priority-setting, and time-management skills. 

•  Ability to manage multiple detailed projects and deadlines in a fast-paced environment. 

•  Excellent written and verbal communication, customer service, and organizational skills. 

•  Ability to work effectively and collaboratively with clients, colleagues, vendors, and carrier partners. 

•  Working knowledge of applicable employee-benefit regulations and requirements, including ACA, ERISA, COBRA, FMLA, ADA, Section 125, Medicare, Social Security, and Department of Labor requirements. 

•  Ability to learn new systems, processes, and responsibilities as business needs evolve. 

EDUCATION AND EXPERIENCE 

•  Bachelor’s degree preferred. 

•  Previous insurance or employee benefits experience preferred. 

•  Must obtain and maintain an active State of Ohio Life and Health insurance license, including required ongoing education. 

•  Current driver’s license and insurable driving record required. 

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS 

•  Work is generally performed in a professional office environment. 

•  Regular use of a computer, telephone, and other standard office equipment is required. 

•  The position frequently requires sitting for extended periods and may require standing, walking, reaching, stooping, speaking, hearing, and repetitive use of the hands and fingers. 

•  Must be able to lift and/or move up to 10 pounds. 

HIPAA COMPLIANCE 

This position may have access to Protected Health Information (PHI) and Electronic Protected Health Information (ePHI). The employee is responsible for safeguarding this information and following the requirements outlined in the HIPAA Confidentiality Agreement, as well as all applicable company privacy and security policies.