Leave & Benefits Coordinator

Responsibilities

The Leave & Benefits Coordinator plays a vital role within Brasfield & Gorrie’s HR team, serving as the primary point of contact for all leave of absence programs and supporting the administration of the company’s Life, Short Term Disability, Long Term Disability, and other benefit plans. This position ensures employees receive knowledgeable, compassionate guidance throughout every stage of the leave process while maintaining accurate records, coordinating with carriers and payroll, and supporting the seamless delivery of benefits across the organization.

Essential Duties

include the following (other duties may be assigned): Serve as the primary administrator for all leave of absence cases, including FMLA, personal, military, and bonding/parental leave; create, manage, and close cases in the Absence Management System while maintaining accurate records in Smartsheet and HRIS payroll systems.

Communicate with employees regarding the leave process, required documentation, and applicable policies, including parental leave, pumping law accommodations, and extended illness provisions; send all required notices including eligibility letters, FMLA designation letters, and leave exhaustion notices. Coordinate with supervisors and jobsite assistants on return-to-work dates and any restrictions or accommodations upon an employee’s return.

Review weekly payroll and employee files in the Absence Management System each Friday to review and resolve errors; maintain organized records and prepare leave utilization reports and trend analysis for HR leadership. Coordinate the monthly invoice process for employees on leave, including generating and sending premium invoices, tracking payments received, logging activity in Smartsheet, and coordinating with Accounting for processing.

Calculate and process back deductions and arrearages for employees returning from leave; notify employees of any back deduction schedules. Serve as the primary point of contact for Life Insurance, STD, LTD, and other benefit plan carriers; participate in carrier calls, escalate service issues, and coordinate with carriers and employees to facilitate claims and resolve problems Respond to employee inquiries related to benefit plans, escalating complex issues as appropriate.

Support benefit payments and reconciliation, including preparing billing reports and processing payments Deliver exceptional customer service to employees navigating leave and benefits; collaborate across HR, Payroll, and operations to ensure a seamless employee experience before, during, and after leave, handling all sensitive information with strict confidentiality in accordance with HIPAA and company policy.

Education

• Skills
• Knowledge
• Qualifications & Experience 3-5+ years of HR experience. Bachelor’s degree or equivalent work experience required. Professional certification (PHR, CEBS, or similar) preferred. Prior experience administering leave of absence programs in an HR department strongly preferred. Experience with Absence. Soft, Success. Factors (EC), E1, or comparable HR/payroll systems strongly preferred. High proficiency in Microsoft Excel; strong analytical skills and exceptional attention to detail. Knowledge of federal and state leave laws, including FMLA, ADA, and applicable state regulations. Familiarity with disability and supplemental benefit plans (Life, STD, LTD). Strong interpersonal, verbal, and written communication skills with a commitment to providing excellent, empathetic service to employees. Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment; experience with Smartsheet or similar workflow management tools a plus. The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Leave & Benefits Coordinator plays a vital role within Brasfield & Gorrie’s HR team, serving as the primary point of contact for all leave of absence programs and supporting the administration of the company’s Life, Short Term Disability, Long Term Disability, and other benefit plans. This position ensures employees receive knowledgeable, compassionate guidance throughout every stage of the leave process while maintaining accurate records, coordinating with carriers and payroll, and supporting the seamless delivery of benefits across the organization.

Essential Duties

include the following (other duties may be assigned): Serve as the primary administrator for all leave of absence cases, including FMLA, personal, military, and bonding/parental leave; create, manage, and close cases in the Absence Management System while maintaining accurate records in Smartsheet and HRIS payroll systems.

Communicate with employees regarding the leave process, required documentation, and applicable policies, including parental leave, pumping law accommodations, and extended illness provisions; send all required notices including eligibility letters, FMLA designation letters, and leave exhaustion notices. Coordinate with supervisors and jobsite assistants on return-to-work dates and any restrictions or accommodations upon an employee’s return.

Review weekly payroll and employee files in the Absence Management System each Friday to review and resolve errors; maintain organized records and prepare leave utilization reports and trend analysis for HR leadership. Coordinate the monthly invoice process for employees on leave, including generating and sending premium invoices, tracking payments received, logging activity in Smartsheet, and coordinating with Accounting for processing.

Calculate and process back deductions and arrearages for employees returning from leave; notify employees of any back deduction schedules. Serve as the primary point of contact for Life Insurance, STD, LTD, and other benefit plan carriers; participate in carrier calls, escalate service issues, and coordinate with carriers and employees to facilitate claims and resolve problems Respond to employee inquiries related to benefit plans, escalating complex issues as appropriate.

Support benefit payments and reconciliation, including preparing billing reports and processing payments Deliver exceptional customer service to employees navigating leave and benefits; collaborate across HR, Payroll, and operations to ensure a seamless employee experience before, during, and after leave, handling all sensitive information with strict confidentiality in accordance with HIPAA and company policy.

3-5+ years of HR experience. Bachelor’s degree or equivalent work experience required. Professional certification (PHR, CEBS, or similar) preferred. Prior experience administering leave of absence programs in an HR department strongly preferred. Experience with Absence. Soft, Success. Factors (EC), E1, or comparable HR/payroll systems strongly preferred.

High proficiency in Microsoft Excel; strong analytical skills and exceptional attention to detail. Knowledge of federal and state leave laws, including FMLA, ADA, and applicable state regulations. Familiarity with disability and supplemental benefit plans (Life, STD, LTD). Strong interpersonal, verbal, and written communication skills with a commitment to providing excellent, empathetic service to employees.

Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment; experience with Smartsheet or similar workflow management tools a plus. The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.