Benefits Coordinator

Job Purpose

Benefits Coordinator supports in managing employee benefits programs, with a strong focus on documentation, renewals, and contract management. The role ensures timely preparation and tracking of renewal and contractual documents, effective coordination with Supply Chain and Legal, and accurate communication of benefits information to employees. Additionally, the Benefits Specialist follows up with brokers to obtain consumption reports and supports data analysis to enhance benefits efficiency and cost control.

Responsibilities & Duties

**Safety & Compliance Duties: **

• Maintains the highest standards of corporate governance, ensuring that all activities are carried out ethically and in compliance with the Company’s QHSSE policies, Management System, ADES Zero Tolerance Policies, relevant laws, regulations, standards, and industry practices, and complies with the ADES WAY, rules to live by.

• Will be a champion of Safety, providing exemplary leadership and commitment to all safety initiatives within the business.

• Places Safety as a true north, while never intentionally placing employees, our processes, customers, or the communities in which we live and work at risk.

• Will ensure that safety protocols are adhered to.

Other Duties

Benefits documentation and renewal:

• Prepares, organizes, archives, and maintains all benefits-related documentation, including renewal files, policy documents, and contractual agreements.

• Tracks renewal timelines for medical and life insurance policies, ensuring all required documents are prepared and submitted on time.

• Supports the renewal process by compiling data, documentation, and required reports for review by the Benefits Supervisor and C&B Manager.

• Maintains accurate and updated records of contracts, policies, and benefit agreements for audit and reference purposes

Data analysis and reporting:

• Tracks reporting timelines and escalates delays to ensure data availability for analysis and renewals.

• Gets periodic reports on benefits performance, utilization, and cost efficiency from brokers for management review.

• Maintains organized records of all broker communications and reports.

• Assists in compiling renewal cycle data, including census lists, loss ratios, total lives covered, and other budgeting requirements.

• Supports in analysing benefits utilization, claims data, and cost trends to support reporting and decision-making.

Vendor and Stakeholder Coordination:

• Assists in conducting orientation sessions to educate employees on benefits policies, processes, and eligibility requirements.

• Supports in maintaining compliance with benefits policies documentation.

Communication and Employee Awareness:

• Supports the preparation and distribution of benefits communications, including announcements, policy updates, and awareness materials.

• Ensures timely communication of benefits changes, renewals, and important updates to employees and stakeholders.

• Assists in monitoring adherence to benefits policies and procedures.

Compliance and record management:

• Ensures all benefits documentation and processes comply with company policies and regulatory requirements.

• Maintains proper documentation and audit trails for renewals, contracts, and communications.

• Supports audit requirements by providing accurate and complete documentation.

• Ensures data confidentiality and proper handling of sensitive employee information.

Education & Experience

• Bachelor’s degree in human resources, Business Administration, Finance, or any related field.

• 0-3 years of experience in benefits and medical operations.

• Experience managing medical insurance renewals and benefits programs in a corporate environment.

Skills/Competencies Required

• Strong organizational skills with a focus on documentation and tracking.

• Proficiency in Microsoft Excel and reporting tools.

• Strong coordination and follow-up skills with multiple stakeholders.

• Attention to detail and accuracy in managing records and reports.

• Ability to manage multiple deadlines and priorities.

• Good analytical skills with the ability to interpret benefits data.

• Good communication skills for handling employee and vendor interactions.

Certifications

• Professional HR certification (CIPD, SHRM, or equivalent) is a plus.

Communication & Work Relationships

Inside the Company:

All P&O functions, Supply chain, Finance, Legal, … etc.

**Outside the Company: **

Insurance service providers and Brokers.

Success Defined

• Timely completion of renewal documentation

• Accuracy and completeness of records

• On-time receipt of broker/provider reports

• Timeliness of employee communications

• Compliance with policies and audit requirements