Senior Manager, Benefits Administration

Caliber Collision; United States; On-site; USD 130,000 - 170,000; Full time

Job summary

Caliber Collision is seeking a Senior Manager, Benefits Administration to build and lead a new benefits team serving 31,000+ teammates across 40+ states. You will oversee end-to-end benefits programs, eligibility and enrollment, COBRA, and compliance, coordinating with HR, Payroll, HRIS, Legal and vendors to ensure accurate, timely delivery.

You will design team structure and SOPs, lead annual open enrollment, manage system configurations in the HRIS, monitor data integrity, and drive process

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field.

Responsibilities

• Build and lead the benefits administration team with clear service standards and SOPs.

Skills

Analytical skills

Organizational skills

Communication skills

Problem-solving skills

Education

Bachelor's degree in HR or related field

Tools

HRIS platforms

Benefits administration systems

Vendor management tools

Job description

Service Center CSCS TX The Senior Manager, Benefits Administration will build and lead Caliber's new benefits administration team. This position is responsible for leading the day-to-day administration and operational delivery of the organization’s employee benefits programs, and leave programs for 31,000+ teammates, most of them hourly technicians and center staff across 40+ states. This role ensures benefits are administered accurately, efficiently, consistently, and in compliance with applicable regulations and company policies. The Senior Manager oversees benefits administration processes, eligibility and enrollment, benefits systems, vendor relationships, data integrity, compliance activities, issue resolution, and continuous process improvement. The role partners closely with HR, Payroll, HRIS, Finance, Legal, vendors, and other business partners to ensure effective and seamless benefits administration.

KEY RESPONSIBILITIES

Build and Lead the Team

Design the structure, roles and hiring plan for the benefits administration function, then recruit and develop the team. Set clear service standards, workflows and documented procedures (SOPs) the team runs against. Coach and develop direct reports; build bench strength for growth.

Benefits Administration & Operations

Own end-to-end administration of medical, dental, vision, life, disability, spending accounts, voluntary benefits, and leave programs. Own the teammate experience including contact center performance, microsite, and ticketing. Lead annual open enrollment for a largely hourly, field-based workforce, including communications, system configuration, testing and post-enrollment audits. Oversee eligibility, new-hire and life-event enrollment, dependent verification, COBRA, and escalated teammate issues through resolution. Manage benefits deductions and reconciliations with Payroll; own monthly carrier invoice reconciliation and billing accuracy. Ensure accurate and timely processing of employee benefit transactions. Establish and maintain consistent benefits administration processes and procedures. Monitor administrative activities and resolve operational issues and escalations. Maintain accurate benefits records and documentation. Ensure benefits processes are consistently applied across employee populations.

Benefits Systems & Technology

Own benefits configuration in the HRIS and benefits administration platform, and the carrier and vendor EDI file feeds. Partner with HRIS, Payroll, IT, and vendors to maintain effective system integrations. Coordinate system configuration, testing, updates, and enhancements. Monitor system data integrity and resolve discrepancies. Identify opportunities to automate manual administrative processes. Develop and maintain system procedures and documentation.

Vendor Management

Manage day-to-day relationships with benefits carriers, administrators, consultants, and other vendors. Monitor vendor service levels and administrative performance. Coordinate issue resolution and escalations with external partners. Conduct regular vendor performance reviews. Support vendor implementations, transitions, renewals, and system updates. Ensure vendors meet contractual service requirements.

Compliance & Administration

Ensure benefits administration activities comply with applicable federal and state regulations and company policies. Support administration related to ERISA, COBRA, HIPAA, ACA, Section 125, and state and local leave and benefit mandates other applicable requirements across all Caliber states. Own ACA measurement and tracking for variable-hour teammates and annual 1094-C/1095-C reporting. Coordinate Form 5500 filings, plan documents and SPDs, nondiscrimination testing, and required notices; support audits. Maintain required records and documentation. Coordinate responses to benefits-related audits and compliance reviews. Identify and address administrative compliance issues. Partner with Legal, Compliance, Payroll, and external advisors as needed.

Annual Enrollment

Lead the operational execution of the annual benefits enrollment process. Coordinate enrollment timelines, system configuration, testing, and vendor activities. Ensure enrollment materials and systems are accurate and available to employees. Monitor enrollment activity and resolve employee issues. Reconcile enrollment information and ensure accurate transmission to benefit vendors.

Teammate Support & Service Delivery

Oversee resolution of complex and escalated benefits issues. Establish service standards and escalation procedures. Partner with HR Service Delivery and HR Business Partners to resolve employee inquiries. Monitor recurring issues and implement administrative improvements. Ensure employees receive accurate and timely benefits information.

Reporting & Data Management

Maintain accurate benefits administration reports and metrics. Monitor enrollment, eligibility, deductions, vendor files, and benefits data. Reconcile benefits information between HR, benefits, payroll, and vendor systems. Identify and correct data discrepancies. Provide routine operational reporting to Benefits leadership.

Team Leadership

Lead, coach, and develop Benefits Administration team members. Establish clear responsibilities, priorities, and performance expectations. Monitor team workload and service delivery. Ensure appropriate coverage and continuity of benefits administration activities. Foster a culture of accountability, collaboration, accuracy, and customer service.

Process Improvement

Evaluate existing benefits administration processes for accuracy and efficiency. Standardize processes and procedures where appropriate. Eliminate unnecessary manual activities and administrative redundancies. Implement process improvements that enhance accuracy, efficiency, and employee service. Maintain current standard operating procedures and process documentation.

Growth and integration

Lead benefits integration for acquired and newly opened centers, including plan mapping, enrollment and data conversion. Partner with the Head of Total Rewards on plan design, renewals and cost-management initiatives by supplying data and operational insight. Partner with HR Business Partners, Payroll, Legal, Finance and Field Operations leaders.

Required Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or related field.
• 8+ years of progressive experience in benefits administration, employee benefits, HR operations, or related experience.
• Experience administering benefits programs within a large or complex organization.
• Strong knowledge of U.S. health and welfare benefits.
• Experience managing benefits vendors and third-party administrators.
• Experience with benefits administration systems and HRIS platforms.
• Knowledge of applicable benefits regulations and compliance requirements.
• Demonstrated experience leading benefits administration projects and process improvements.
• Strong analytical, organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and meet critical deadlines.

Caliber uses E-Verify to confirm the identity and employment eligibility of all new hires. Must be eligible to work in the U.S. with no restrictions.

About Caliber

Founded in 1997, the Caliber portfolio of brands has grown to more than 1,600 centers nationwide and features a full range of complementary automotive services, including Caliber Collision, one of the nation's largest auto collision repair providers across more than 40 states and Caliber Auto Glass for glass repair and replacement.

Caliber was recognized as the only company of its kind to make the Forbes list of "America's Best Large Employers," an honor awarded to companies with high employee satisfaction.

Caliber was also the only auto service provider to receive an Inc. 2021 Best in Business gold medal in the Extra-Large Company (500+ employees) category, recognizing Caliber for going above and beyond to make a positive impact.

With the purpose of Restoring the Rhythm of Your Life®, Caliber's more than 25,000 teammates are committed to getting customers back on the road safely—and back to the rhythm of their lives—every day.

Dedicated to providing an outstanding customer experience, Caliber continues to rank among the highest customer satisfaction scores in the industry.

Caliber is an equal opportunity employer that is committed to inclusion and diversity.

Learn more about Caliber at caliber.com. At Caliber, our purpose is Restoring the Rhythm of Your Life®. It drives us. It's the promise we make to our guests AND our teammates. These five core values help us deliver on that promise everyday. Caliber provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including (but not limited to) recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training Caliber provides reasonable accommodations to qualified individuals with disabilities and disabled veterans in the application process. If you need assistance or an accommodation due to a disability, you may contact [e-mail].