Benefits Coordinator

The Benefits Coordinator supports the day-to-day  administration of employee benefit programs, ensuring accurate enrollment, compliance, and a positive employee experience. This role serves as the key point of contact for employees, vendors, and internal teams, providing guidance on benefits, supporting enrollment and changes, and helping ensure smooth coordination across systems and processes. The position requires strong attention to detail, organization, and the ability to manage multiple priorities while maintaining data accuracy and compliance.

ROLE RESPONSIBILITIES: 

Benefits Administration and Support

• Manage and execute comprehensive benefit programs across KIPP Texas, including medical, dental, vision, life, disability, and retirement plans

• Administer qualifying life events (QLEs), including processing benefit changes, dependent updates, and required documentation

• Assist staff with enrollment, qualifying life event (QLE) changes, and general benefit inquiries while ensuring accurate eligibility

• Serve as the primary contact for employee benefits-related questions and needs including leave coordination (FMLA, short-term disability, long-term disability) and ensuring required forms (e.g., statement of health forms) are completed and tracked appropriately, 

• Provide staff assistance regarding plan adjustments, updates to coverage and resolve escalated benefits concerns requiring coordination across employees, vendors, Payroll, and HR Operations

• Prepare benefits resources, employee communications, and enrollment materials used throughout the year related to onboarding, enrollment deadlines, plan changes, required documentation, and benefits updates

• Lead yearly open enrollment initiatives, including system configuration, enrollment monitoring, and employee guidance

• Audit payroll deductions and benefits records to to ensure accurate processing

• Maintain annual benefits administration calendars, processing timelines, and operational deadlines across all benefits programs

Compliance, Operations, and Vendor Management

• Serve as a primary liaison between KIPP Texas and benefits vendors to support responsive issue resolution and accurate administration

• Partner with vendors, payroll, and internal teams to support benefits administration, including COBRA coordination and resolution of employee or system-related issues

• Collaborate with external vendors and internal HR/Payroll teams to reconcile billing, resolve discrepancies, and address escalations

• Oversee benefit documentation and records to ensure adherence to ACA, COBRA, and retirement reporting requirements

• Conduct regular audits, review and reconcile benefit invoices and payroll deductions to ensure accuracy and alignment across systems

Operational Reporting and Efficiency

• Maintain benefits data integrity within HR systems and support reporting, auditing, and compliance activities

• Generate and maintain participation reports, audit logs, and enrollment summaries for leadership review

• Monitor workflow timelines to ensure the timely completion of all benefits-related administrative tasks

• Identify and execute process improvements to enhance the employee experience and administrative consistency

• Engage in cross-functional partnership with Finance and HR Operations to ensure seamless service delivery across KIPP Texas