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Administrator of Safety, Benefits and Leave Management

4 months ago

Honolulu, United States The Kahala Hotel & Resort Full time
Job DescriptionJob Description

Administrator of Safety, Benefits and Leave Management

Come LIVE Kahala and join the Kahala Ohana We are a #luxuryhotel and #resort, nestled between the serenity of gently lapping waves on a lovely white sand beach and a prestigious private golf course that host an annual PGA Tournament, all within the quiet Kahala Community. The Kahala Hotel & Resort is on the forefront of making changes in hospitality with our KISCA (Kahala Initiative for Sustainability Culture and Arts) Program and ownership’s commitment to supporting the UN’s SDGs. Our colleagues are in large part our #brand and we are looking for individuals to join us to ensure that guests will create treasured memories here with a longing to return to The Kahala Hotel & Resort.

Job Summary

Job will encompass four primary areas; safety, leave management, benefits administration and payroll support.

Safety - Monitors workplace activities to promote and ensure employee compliance with applicable safety regulations. Included is administration of the worker’s compensation program.

Leave Management – Effectively coordinates the support for all leaves of absence for colleagues. This includes, but is not limited to Family and Medical Leave Act, Hawaii Family Leave Law, and other Personal Leaves.

Benefits Administration – Supervise and monitor benefits administration.

Payroll Support – Coordinate with Payroll to support the accurate and timely running of payroll.

Essential Functions

Safety

Identifies opportunities to minimize workplace injuries, accidents, and health problems;

Drafts and implements internal safety standards and policies;

Reviews safety training and recommends revisions, improvements, and updates;

Conducts safety inspections and audits to assess employee compliance with safety regulations;

Inspects and evaluates work environments, equipment, and practices;

Inspects safety equipment; recommends replacements;

Recommends equipment to protect workers from potentially harmful or uncomfortable work methods;

Processes, files and follows up on relevant information relating to Workers’ Compensation claims and the Back-To-Work program;

Assists in investigation of workplace accidents;

Evaluates accident reports, ensuring the timely processing of medical bills and temporary total disability benefits; reviews medical reports, witness statements, department investigation results and other documentation. Compiles facts and data regarding accident reports and filed cases;

Reviews accident reports to identify patterns of injury and to determine whether unsafe conditions contributed to the accident; advises departments of trends in injuries and proper safety procedures that may result in reduction of injuries; provides department with information that will aid in reducing accidents and improve safety;

Works closely with colleagues and workers compensation insurance providers to ensure that all relevant completed medical documentation is submitted for timely review. Maintains appropriate contact with all colleagues on leave and coordinates all aspects of return to work for associates on leave;

Maintains and produces a variety of reports/logs i.e. Monthly Occupational Health & Safety Report, Workers Compensation log;

Works closely with Director of Security and Safety to host monthly safety meetings, create safety meeting minutes, and proactively train Safety practices throughout the property;

Conducts employee training on applicable safety standards;

Reviews safety training and recommends revisions, improvements, and updates;

Inspects safety equipment; recommends replacements.

Leave Management

Oversees and administers leave requests including Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws, and short-term or long-term disability plans;

Handles the FMLA leave administration process from the employee’s initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use;

Oversees the return-to-work process for employees returning from FMLA, workers’ compensation, or other leave(s). Communicates with employees regarding their needs for leave and/or modified work schedules. Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave and facilitates smooth and timely return to work;

Advises managers and employees on the interaction of leave laws with paid time off, workers’ compensation, and short-term and long-term disability benefits;

Administers other leaves and company time-off programs as assigned in accordance with internal policy and applicable laws;

Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices;

Preserves confidentiality of employee medical documentation and files;

Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws and recommend revisions to company leave policies to ensure compliance with federal, state and local laws and regulations;

Administers and tracks FMLA, LOA, ADA, and other applicable leaves or accommodations.

Benefits Administration

Provide customer service support to internal and external customers. Develop communication tools to enhance understanding of the company's benefits package;

Design and distribute materials for benefits orientations, open enrollment and summary plan descriptions;

Participates in the New Hire Orientation program by presenting benefits to bargaining colleagues;

Completes various employee forms, i.e. TDI, verification of employment, unemployment claim forms, pension;

Serve as primary contact for plan vendors and third-party administrators;

Coordinate daily benefits processing. Handle enrollments, COBRA, terminations, changes, beneficiaries, disability, accident and death claims, rollovers, distributions, loans, hardships and compliance testing;

Coordinate transfer of data to external contacts for services, premiums and plan administration;

Gather employee data and oversee the processing of monthly billings and the preparation of vouchers for payment of administrative fees for all group plans;

Handles all related correspondence for all non-union benefit plans;

Oversee maintenance of employee benefits files, maintain group benefits database and update employee payroll records;

Analyze current benefits, evaluating the use, services, coverage, effectiveness, cost, plan experience and competitive trends in benefits programs, and identify the company's stance;

Works with Benefits Broker to identify employee benefits plans and vendors that present the best value;

Recommends and implement new benefits programs;

Examine possible plan designs and benefits cost changes;

Document and maintain administrative procedures for assigned benefits processes;

Ensure compliance with applicable government regulations. Ensure timeliness and accuracy of required reporting and fees;

Perform plan audits. Prepare, collect and organize data for actuarial assessments. Review data in conjunction with actuarial evaluation task forces;

Monitor administrative costs of benefits programs and recommend cost containment strategies, including alternative methods for administration and funding. Prepare budgetary recommendations and assist in the monitoring, verifying and reconciling of budgeted funds.

Payroll Support

Communicates with payroll with the processing of sick leave, vacation, leave of absences, and related benefits administration.

Requirements

Required Experience

Knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA, and other applicable laws;

Knowledge of company safety policies;

Knowledge of applicable Occupational Safety and Health Administration (OSHA) standards;

Ability to communicate effectively and tactfully with others to make recommendations;

Ability to identify issues that can be resolved to improve safety and comfort;

Ability to obtain facts that ensure that claims information is complete and accurate;

Extensive knowledge of company safety policies;

Excellent communication and organization skills;

Excellent written and verbal communication skills;

Excellent organizational skills and attention to detail;

Excellent analytical and problem-solving skills;

Ability to conduct training;

Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines;

Proven ability to work effectively in a team environment with associates;

Computer proficiency and technical aptitude with the ability to use Microsoft products, including PowerPoint; experience with HRIS and benefits databases.

Education (required)

Requires knowledge, skill and mental development equivalent to the completion of 4 years of college

Education and Experience (preferred)

Bachelor's degree in human resource management or related field, and three to five years of related benefits or employee benefits administration experience;

SHRM-CP or SHRM-SCP professional designations;

Health and safety certification;

Two years of human resource experience;

Completion of specialized certification or training on FMLA/leave administration a plus;

One year of related experience

Physical Requirements

Ability to travel throughout facility to conduct safety inspections;

Prolonged periods sitting at a desk and working on a computer;

Must be able to lift up to 15 pounds at times.

Other Requirements

Report all suspicious persons or activities and hazardous or unsafe conditions to the Security Department;

Provide instruction and/or guidance for guest and employee safety in fire or other emergency situations;

Respond to guest questions. Provide guest assistance, direction and information as requested when working in public areas;

Establish and maintain effective relationships with peers and superiors both within the department and with other departments;

Complete other duties as assigned by the Director of Human Resources or Senior Human Resources Manager;

Must maintain a neat, clean and well groomed appearance as outlined in the employee handbook;

Ability to work varying shifts and maintain attendance in accordance with the hotel’s attendance policy;

Ability to comply with hotel rules and regulations including policies regarding safety and grooming standards;

Ability to pay attention to detail, work in a fast paced environment handle multiple tasks and have a high level of patience;

Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy to diffuse anger, collect accurate information and resolve conflicts.

Additional Information

This posting does not include all duties that may be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description.