Sr. Benefits & Leave Administrator

HaloMD

Who We Are: 

HaloMD specializes in Independent Dispute Resolution (IDR) through The No Surprises Act and state regulations for out-of-network healthcare providers, leveraging advanced technology and deep industry expertise to secure optimized reimbursements.

Job Summary:
The Senior Benefits & Leave Administrator ensures accurate, timely administration of HaloMD’s health & welfare benefit plans and manages end-to-end leave processes (FMLA, ADA, STD, LTD, state leaves). This role serves as the primary employee contact for benefits and leaves, partners with vendors/carriers, maintains compliance (ACA, COBRA, ERISA, HIPAA), and coordinates closely with Payroll, HRBPs, and managers to deliver a high-touch employee experience.

Essential Job Duties and Responsibilities:

• Administer day-to-day benefits (medical, dental, vision, HSA/FSA, life/AD&D, disability, EAP, retirement), including new hire enrollment, life events, and terminations.
• Conduct eligibility audits; reconcile monthly invoices and resolve discrepancies with carriers/vendors.
• Lead/open enrollment execution: project plan, testing, communications, employee support, and file/data validation.
• Manage COBRA events (in-house or through TPA) and ensure timely notices.
• Maintain plan documents/SPDs/SMMs and partner with broker/carriers on renewals and plan changes.
• Track and report ACA data; support 1095-C/1094-C, 5500, nondiscrimination testing, and other required filings.
• Own the leave lifecycle: intake, eligibility, designation, required notices, tracking, and return-to-work.
• Coordinate STD/LTD claims with carriers and align leave pay with payroll calendars; track benefit premium arrears during unpaid leaves.
• Facilitate the ADA interactive process (medical documentation, reasonable accommodations, periodic reviews) and document outcomes.
• Partner with managers/HRBPs on scheduling, coverage plans, and communication cadence while protecting confidentiality.
• Maintain accurate leave records in HCM and prepare status reports/metrics (open cases, upcoming RTWs, expirations).
• Ensure compliance with ACA, ERISA, HIPAA, COBRA, FMLA, ADA, and applicable state leave laws; monitor regulatory changes and update processes/policies accordingly.
• Maintain SOPs, workflows, templates, and employee communications for benefits and leaves. 
• Prepare routine dashboards: enrollment counts, OE completion, invoice variances, open leave cases, RTW timelines, and SLA adherence.
• Process enrollments/changes through the HCM/benefits platform (e.g., UKG/Workday/Oracle) and validate carrier feeds (EDI).
• Provide high-touch employee support via ticketing/email/office hours; resolve complex issues and escalate to carriers/broker when needed.
• Develop concise guides/FAQs and deliver brief trainings for managers and employees (OE, life events, leave basics).

Experience & Education:

• Bachelor’s degree or equivalent experience in HR/Benefits or related field.
• 5+ years of hands-on benefits administration and leave management in a multi-state environment;
  healthcare or self-funded plan experience preferred.
• Experience working with a modern HCM/benefits platform (e.g., UKG, Workday, Oracle) required.
• Strong knowledge of ACA, ERISA, HIPAA, COBRA, FMLA, ADA and related state leave laws.
• Detail-oriented with excellent follow-through; skilled in invoice reconciliation and data accuracy.
• Clear, compassionate communicator with strong customer-service mindset and discretion with PHI/PII.
• Solid Excel/reporting skills; ability to manage multiple priorities and deadlines.
• Process-minded: creates SOPs, improves workflows, and meets SLAs.

Specialized Skills/Knowledge

• Strong organizational analytical and problem-solving skills
• Detail-oriented with a high degree of accuracy and accountability
• Experience with MS Office applications including Word, Excel, Access, Outlook etc.

Perks & Benefits:

• Location: Fully Remote however, high preference based in, or within a commutable distance of our Addison, TX office, as this role may require occasional in-person meetings.
• Multiple medical plan options 
• Health Savings Account with company contributions
• Dental & vision coverage for you and your dependents
• 401k with Company match
• Vacation, sick time, birthday off, & company paid holidays
• Company wellbeing program with health insurance incentives

What's Next?

If you're ready to bring your skills and passion to our growing team, we want to hear from you! Apply today and help us create a future where success is the standard.