SUMMARY

The Benefits Manager is responsible for the strategic, accurate, and compliant administration of all employee benefits programs across Pro Food Systems’ holding company structure. This role manages the full range of benefits activities, including enrollment, eligibility, claims resolution, plan changes, budgeting, and invoice processing. Serving as the primary liaison among employee owners, insurance providers, brokers, and internal stakeholders, the Benefits Manager ensures benefit programs remain competitive, cost-effective, and aligned with organizational goals. The position also leads company-wide wellness initiatives, chairs the wellness committee, and supports leave program administration. Success in this role requires strong benefits expertise, exceptional attention to detail, and a commitment to delivering high-quality service to employees nationwide.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to maintain 100% CONFIDENTIALITY and professionalism with payroll and personnel information – zero tolerance for divulging confidential information
• Bachelor’s degree in business or human resources preferred. Applicable work experience may be substituted for education
• 5 + years of experience in human resources, preferably including benefits and payroll experience
• Thorough knowledge of Gross to Net Payroll and Generally Accepted Accounting Principles
• Extremely organized and detailed oriented
• Able to work in a fast-paced environment and manage tight and evolving deadlines
• Strong analytical skills and attention to detail required
• Highly proficient with computers and technology Including Word, Excel, PowerPoint, Teams, Zoom, Web-X, Outlook, Smartsheet and other software and platforms as required
• Internet savvy with the ability to navigate and manage employee benefits changes on multiple carrier websites

Vendor & Broker Management

• Act as a liaison with insurance carriers, brokers, and employees to resolve benefit-related issues and shop for new programs as needed; securing updated rate and program information based on usage and claims, while looking for cost-effective solutions.
• Manage ongoing relationships with benefits vendors, brokers, and third-party administrators (TPAs).
• Participate in regular strategy and performance meetings with the broker and captive provider to review plan performance and cost-saving opportunities.
• Evaluate vendor service levels and recommend improvements or changes as necessary.
• Serve as the central point of benefit offering knowledge through our broker and captive carrier to ensure the company is utilizing all of the benefit offerings to the full ability

ESSENTIAL DUTIES & RESPONSIBILITIES

Benefits Administration

• Develop a thorough understanding of the company’s total benefits package and actively educate and promote these offerings to EO’s.
• Administer benefit programs, consult with and advise EOs on eligibility for all insurance, 401(k), and ESOP, assist questions and inquiries, and share information about benefits. Ensure that employees understand benefit programs and counsel them to be a resource as situations arise. Work as a liaison with insurance carriers/brokers and employees to resolve issues.
• Serve as a resource for EO’s by consulting on benefit eligibility, answering questions, and assisting with inquiries. Conduct benefits discussions during EO onboarding and offboarding to ensure a smooth transition for EO’s, and timely enrollment or cancellation of benefit coverage.
• Oversee the design, implementation, and administration of employee benefit programs for a self-insured organization with multiple subsidiary companies under a holding company structure.
• Manage benefit plans including medical, dental, vision, life, disability, wellness programs, ESOP, 401k, and voluntary benefits; ensuring competitiveness and compliance.
• Develop and maintain benefit structures and leave requirements that align with the diverse needs of multiple companies within the holding company while ensuring compliance with applicable federal and state laws across all states where employees reside.
• Provide benefits support to re
• mote employees located nationwide, ensuring equitable access to resources and consistent communication.
• Ensure compliance with ERISA, ACA, HIPAA, COBRA, FMLA, and other applicable regulations, as well as state-specific requirements.
• Maintain up-to-date plan documents, summary plan descriptions (SPDs), and employee communications.

Vendor & Broker Management

• Act as a liaison with insurance carriers, brokers, and employees to resolve benefit-related issues and shop for new programs as needed; securing updated rate and program information based on usage and claims, while looking for cost-effective solutions.
• Manage ongoing relationships with benefits vendors, brokers, and third-party administrators (TPAs).
• Participate in regular strategy and performance meetings with the broker and captive provider to review plan performance and cost-saving opportunities.
• Evaluate vendor service levels and recommend improvements or changes as necessary.
• Serve as the central point of benefit offering knowledge through our broker and captive carrier to ensure the company is utilizing all of the benefit offerings to the full ability.

Financial Analysis & Reporting

• Analyze claims experience, cost drivers, and utilization patterns to recommend plan changes or wellness initiatives that improve employee health and control costs.
• Develop and monitor benefits budgets, forecasting expenses and tracking variances.
• Provide detailed reporting to leadership on plan performance, compliance, and employee satisfaction.
• Reconcile all insurance related billing and have a thorough understanding of GL reporting and communicate discrepancies to the accounting department.
• Utilize 3rd party system to make overall benefit administration decision and recommendations for cost savings and benefit utilization to VP and SVP of People Success.
• Develop and maintain census data and provide census to brokers.

Programs & Initiatives

• Lead all activities for annual benefits open enrollment including: evaluate benefit offerings, shop for new programs as needed, secure updated rates and program information with broker, update HRIS, coordinate EO informational meetings, create and distribute materials, and ensure timely processing of benefit changes.
• Lead and coordinate the wellness committee and wellness related activities.
• Lead wellness initiatives aimed at improving employee health outcomes and reducing claims costs.
• Partner with internal teams to integrate wellness programs into the company culture and benefits strategy.
• Advocate for the self-insured benefits component by helping employees understand the importance of making good healthcare decisions.
• Work with parties to administer HSA and FSA.
• Work closely with People Success Support Manager to conduct timely reporting for audits as it relates to 401(k), ESOP and other benefit offerings.

People Success Support

• Handle confidential information with sensitivity and discretion.
• Stay informed on changes to federal and state laws related to benefits and report impacts to the VP of People Success.
• Reporting and analytics from Paylocity and other systems to include Head Count report, Compensation Adjustment reporting, Right the First Time Payroll data, etc.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to maintain 100% CONFIDENTIALITY and professionalism with payroll and personnel information – zero tolerance for divulging confidential information
• Bachelor’s degree in business or human resources preferred. Applicable work experience may be substituted for education
• 5 + years of experience in human resources, preferably including benefits and payroll experience
• Thorough knowledge of Gross to Net Payroll and Generally Accepted Accounting Principles
• Extremely organized and detailed oriented
• Able to work in a fast-paced environment and manage tight and evolving deadlines
• Strong analytical skills and attention to detail required
• Highly proficient with computers and technology Including Word, Excel, PowerPoint, Teams, Zoom, Web-X, Outlook, Smartsheet and other software and platforms as required
• Internet savvy with the ability to navigate and manage employee benefits changes on multiple carrier website

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to sit for prolonged periods of time in front of a computer daily
• Must have visual and hearing acuity
• Ability to use hands and fingers to reach, lift and carry 25 pounds on an occasional basis
• Digital dexterity and hand/eye coordination in operation of office equipment including a computer
• Ability to speak to, hear, and understand others via phone and in person in Englis