LEAVES ADMINISTRATOR

The Leaves Administrator manages the daily intake, processing, and tracking of all employee leave of absence and disability requests. This role focuses on the high-volume operational workflows required to maintain program compliance, including preparing FMLA/ADA/Short-Term & Long-Term disability paperwork, verifying medical documentation, and tracking time-off usage, etc. Serving as the primary point of contact for routine leave inquiries, the Leaves Administrator ensures strict adherence to timelines, maintains data integrity within HR systems and alignment with leaves management third party, and coordinates closely with Payroll. The ideal candidate is a compassionate communicator, highly organized, detail-oriented, and skilled at executing time-sensitive repetitive administrative tasks accurately under tight deadlines.

Responsibilities

• Manage daily intake, review documentation, and determine baseline eligibility for FMLA, short-term disability (STD), and all company-specific leave programs, including Accommodations (ADA), Leave of Absence (LOA), and Fitness for Duty (FFD) required upon return to work.
• Manage all FMLA/ADA/LOA/FFD/STD/LTD requests and approvals via third party.
• Maintain accurate records of employee leaves and documentation organization.
• Manage and process weekly leave recoups required upon employee return to work for any missed benefit premium deductions.
• Serve as primary contact for employee leave inquiries, requests and approvals, STD/LTD claims, and as first point of contact for third-party administrators.
• Engage with employees on all leave types as needed throughout the entire leave cycle, ensuring communication of next steps are provided with clear expectations and holding the employee accountable to properly reporting time, providing documentation required for leave, and anything else required.
• Document and maintain administrative procedures and tracking for assigned leaves processes.
• Counsel and educate employees regarding Company’s leave options and guidelines through one-on-one phone calls, emails, and preparing educational resources.
• Prepare and edit leave related communication including eligibility requirements.
• Work with Payroll and Field Operations Team to account for time off for employees on leave.
• Provide weekly reporting and as needed to internal teams with appropriate information for tracking attendance and PTO for employees on leave.
• Maintain personal knowledge of Benefit and Leaves laws and regulations.
• Assist with open enrollment and other HR annual and/or ongoing initiatives as needed.
• Performs customer service functions by answering employee requests and questions.
• Performs other related duties as assigned.

Qualifications

• At least two years’ HR related experience required. Experience in benefits/leave administration preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Working understanding human resource principles, practices and procedures.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education & Certifications

• Bachelor’s degree in human resources or related fields and/or equivalent experience.
• Professional Human Resources (PHR) or SHRM-CP certifications preferred.

Safety Level
This is a safety sensitive position, and all applicable policies including drug test and background check will apply.