Benefits Specialist-REMOTE

Company: Lark Hospitality

Summary/Objective
The Benefits Specialist is responsible for the comprehensive and compliant administration of all employee benefit programs, including health, welfare, and statutory leave plans. This role manages day-to-day plan administration, ensures the accuracy of enrollment data, oversees carrier billing and reconciliation, and coordinates all Workers' Compensation and Leave of Absence (LOA) processes across multiple properties.

Opportunity to work remotely and be flexible with scheduling to assist properties across the United States and Canada.

Key Responsibilities

I. Insurance Benefits and Plan Administration

• Manage day-to-day plan administration, including exception management for life events, manual changes, and additions to insurance carriers.
• Administer all health, welfare, and manage open enrollment readiness, including system configuration, employee communications, and broker meetings.
• Stabilize benefits transitions, ensuring the accuracy of employee enrollment data and system setup with carriers (e.g., Florida Blue, Unum, csONE) and completing Electronic Data Interchange (EDI) file feeds.
• Coordinate carrier billing and reconciliation, including setting up new billing divisions, coordinating autopay and payment timelines with the accounting team (e.g., Unum, FL Blue), and resolving deduction discrepancies.
• Handle benefit inquiries, assist with ID card inquiries, and manage all related correspondence.
• Review and confirm the accuracy of legal documents, such as Summary Plan Descriptions (SPDs) for medical plans.
• Oversee international benefit plans (e.g., Canada Benefits Review), including drafting communications to clearly illustrate the value of coverage and completing necessary system updates (e.g., Rise system).

II. Leaves of Absence (LOA), ADA & Disability Management

• Track the lifecycle of employee time away from the property for all types of leave, including FMLA, state-specific, and personal leaves.
• Manage new leave requests, update the LOA Tracker, and handle pending approvals for items awaiting medical certification or manager sign-off.
• Monitor LOA Compliance Flags for leaves exceeding protected timelines or missing paperwork.
• Coordinate the Return-to-Work (RTW) process, including managing the RTW Calendar and arranging accommodations.
• Manage ADA/Accommodation Requests and Progress, coordinating with relevant managers to discuss options, implement agreements, and send required documentation (e.g., amended accommodation forms, interactive discussion letters).
• Handle the setup and maintenance of statutory disability/Paid Family Leave (PFL) policies in New York and other states.

III. Workers' Compensation and Safety Compliance

• Oversee all aspects of Workers' Compensation (WC) Management, focusing on property safety, financial renewals, and case escalations.
• Manage New Policies, Policy Renewals (e.g., Memic), and Workers' Comp policy cleanup and research.
• Track and manage the status of payroll audits for WC premiums (e.g., Elkhorn Lodge, Blue Inn on the Beach), including gathering requested documentation.
• Process cancellations and monitor for any non-payment notices or coverage gaps.
• Conduct Injury Tracking and Case Escalations, coordinating with WC claims representatives and counsel, and completing wage statements.
• Manage the OSHA 300 Submission and log tracking.

IV. Compliance and Employee Communication

• Ensure ongoing regulatory compliance, including ACA Tracking and Updates, and accurately adding new ALE Members in the HRIS (UKG).
• Develop and distribute employee communications and educational materials, such as EAP information, Rx Consumerism tips, and other benefit flyers, ensuring translations (e.g., Spanish) are obtained and materials are rolled out accurately across all channels (Slack, email, GMs).
• Roll out and streamline LOA, ADA, and WC processes by holding SOP introduction and virtual training sessions for General Managers (GMs) and Regional Operations Managers (ROMs).
• Address property-specific benefit concerns, including low enrollment or high injury rates, and provide support and training to property leadership on benefit procedures.
• Resolve complex payroll and deduction issues related to benefits enrollment, working with payroll specialists to process reimbursements and correct employee profiles in UKG.

V. Employee Relations Intake

• Responsible for answering initial intake calls on Grow Together Line
• Directing accordingly needs of employees in a timely manner

VI. System Use

• Prior experience with UKG is a plus
• Ability to work in multiple systems and ensure that they are up to date with the most current information

Non-Essential Requirements

• Bi-Lingual
• Plan Administration creation

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