Benefits Specialist

The Benefits Specialist is responsible for the administration, compliance, communication, and continuous improvement of dnata Catering USA’s employee benefits programs across multiple operating locations, including New York, New Jersey, Massachusetts (Boston), Tennessee (Nashville), Texas (Houston), California (Los Angeles and San Francisco). 

Reporting directly to the Vice President of Human Resources, this corporate position serves as the subject matter expert for employee benefits, acting as the primary liaison between employees, Human Resources, vendors, brokers, and insurance carriers. The Benefits Specialist ensures the accurate administration of health and welfare plans, retirement programs, leave administration, wellness initiatives, and regulatory compliance while delivering a high level of customer service to employees and business leaders.

This role plays a critical part in maintaining compliance with ERISA, ACA, COBRA, HIPAA, IRS, DOL, and other federal and state regulations while supporting strategic initiatives that enhance the overall employee experience. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Benefits Administration

• Administer all employee benefit programs including medical, dental, vision, life insurance, disability, voluntary benefits, flexible spending accounts (FSA), health savings accounts (HSA), and 401(k) retirement plans.
• Manage employee benefit enrollments, qualifying life events, status changes, and benefit terminations in accordance with plan guidelines.
• Serve as the primary point of contact for employee benefit inquiries, resolving complex benefit issues in a timely and professional manner.
• Partner with Payroll and HRIS teams to ensure benefit deductions, eligibility, and payroll integrations are accurate.
• Audit benefit enrollments and deductions regularly to ensure data integrity.

Compliance & Regulatory Administration

• Review Summary Plan Descriptions (SPDs), plan documents, employee communications, and required notices for regulatory compliance.
• Coordinate annual compliance reporting and required filings with external vendors and legal counsel.
• Maintain accurate benefits documentation and audit records.

Vendor & Broker Management

• Serve as the primary liaison with insurance carriers, brokers, third-party administrators, retirement plan providers, and wellness vendors.
• Monitor vendor performance and service level agreements.
• Resolve escalated benefit issues with carriers and third-party administrators.
• Assist with vendor renewals, contract administration, and benefit implementation projects.

Open Enrollment & Employee Communications

• Lead the annual Open Enrollment process from planning through implementation.
• Develop employee communication materials, benefit guides, presentations, FAQs, and educational resources.
• Conduct virtual and onsite Open Enrollment meetings across assigned locations.
• Educate employees regarding benefit eligibility, plan changes, and enrollment options.
• Support benefit orientation for newly hired employees.

Leave Administration & Employee Support

• Coordinate benefit administration associated with:
• Family Medical Leave (FMLA)
• ADA accommodations
• Workers’ Compensation benefit coordination
• Short-Term Disability
• Long-Term Disability
• Paid Leave Programs
• Partner closely with Human Resources Business Partners and local HR teams to ensure consistent administration across all locations.

Reporting & Continuous Improvement

• Prepare monthly benefits reports and workforce analytics.
• Monitor benefit utilization, enrollment trends, and vendor performance metrics.
• Recommend process improvements that enhance operational efficiency and employee experience.
• Support mergers, acquisitions, organizational changes, and benefit integration projects as required.

NONESSENTIAL FUNCTIONS

• Perform other duties as assigned by the Vice President of Human Resources.
• Support Payroll Specialist as required.

EDUCATION & EXPERIENCE

• Bachelor’s Degree in Human Resources, Business Administration, Finance, or a related field preferred.
• Minimum of 3–5 years of progressive Benefits Administration experience.
• Multi-state benefits administration experience required.

QUALIFICATIONS

• Ensure compliance with all applicable federal, state, and local regulations, including:

• ERISA
• ACA
• COBRA
• HIPAA
• IRS regulations
• Department of Labor (DOL) requirements
• FMLA
• Retirement plans (401(k))
• Health & Welfare Benefits
• Experience administering multi-state employee benefit programs.
• Experience leading annual Open Enrollment.
• Strong vendor management experience.
• Excellent project management and organizational skills.
• Exceptional analytical and problem-solving abilities.
• Excellent written and verbal communication skills.
• Ability to communicate effectively with executives, managers, employees, vendors, and external partners.
• High degree of professionalism and confidentiality.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Experience with HRIS systems such as Dayforce, Workday, UKG, ADP, or similar platforms preferred.

Intellectual / Social Demands

• While performing the essential functions of this position, the employee is continuously required to multitask under strict deadlines while maintaining a high degree of confidentiality and accuracy. This position requires strong analytical thinking, sound judgment, and exceptional attention to detail while managing multiple priorities simultaneously.
  
  
• The employee must consistently demonstrate professionalism, accountability, and exceptional customer service while supporting employees and leadership across multiple operating locations.

Physical Demands

• While performing the duties of this position, the employee is regularly required to sit, stand, walk, reach with hands and arms, and occasionally lift and/or move up to 20 pounds.
  

Safety & Security

• Observes company safety and security procedures.
  
• Protects confidential employee information.
  
• Uses office equipment and technology appropriately.

Work Environment

• This is a full-time, corporate office-based position located in White Plains, New York.