Associate Manager, Benefits & LOA

Date: Jun 4, 2024

Location: New York

Company: Shiseido

Highly responsible, high volume, forward thinking, results oriented professional responsible for overseeing the day-to-day operations of the benefits department. They will provide unwavering support to ensure that employees benefit programs (leave of absence, 401k, dental, vision, HSA, short-term and long-term disability, life insurance, flexible spending plan, commuter benefits, executive medical reimbursement, voluntary benefit plans, gratis, fleet, and more) are administered efficiently. Works closely with the employees and benefit plan vendors to ensure they are set up properly while providing a competitive benefit program for employees and collaborate with Payroll to ensure accurate LOA & benefits deductions for employees.

Primary Duties & Responsibilities:

Maintain current knowledge of federal and state leave laws and regulations. This includes reading updated articles and attending webinars.

Support the Sr. Manager, Benefits & LOA, & Director, Benefits to assist in answering general questions/inquires via email, Teams messages, or phone, including topics related to LOA, 401k, Gym memberships, wellness programs, and more.

Monitor and respond to employee inquiries in the benefits inbox.

POC for HRBP & Employees with questions on LOA - Includes calls, Teams messages, emails, & meetings.

Maintain leave of absence files for Payroll and HRBPs.

Maintain intranet site to ensure it reflects the most recent information available for employees regarding benefit programs.

Review and edit wellness series reminder emails. Attending weekly wellness webinars to be available if there are any questions from the host or employees that need to be directed to benefits. Coordinating topics for upcoming sessions to ensure they are relevant to our current company needs. Responding to emails from employees about these sessions if necessary.

Maintain and submit various deduction spreadsheets that go to payroll on a monthly basis. This includes pulling participant files from invoices and terminating with the vendor all employees that have separated within the last month. Answering any questions payroll has once files have been received.

Manage the 401k process including, attending monthly calls, funding the 401k and Non-Qualified Deferred Compensation plans bi-weekly, NDT, annual audit, and assisting auditors and Director in submitting 5500.

Manage and maintain the Executive Medical Reimbursement program & vendor. Including outreach to any new hires or newly promoted executives and manage monthly reimbursement file to payroll. Answer all questions that come through email, instant message, and calls from executives that have questions on the benefit. Reviewing items for eligibility. Escalating issues to the proper channels either internally or via BeniComp.

Coordinate and promote annual Flu Shot program. Coordinating with broker and vendor. Providing onsite details to vendor. Coordinating in-house to ensure that there is a local POC. Creating and sending email notices and reminders for increased participation. Answering and directing questions about the program. Being available during the week of the event for last-minute changes or issues that may come up.

Coordinate and promote annual Biometric Screen program. Coordinating with broker and vendor. Providing onsite details to vendor. Coordinating in-house, when necessary, to ensure that there is a local POC. Creating and sending email notices and reminders for increased participation. Answering and directing questions about the program. Being available during the week of the event for last-minute changes or issues that may come up.

Processing of Health & Welfare Invoices and completion of charge backs for Finance for the following:
Commuter Benefit Invoice
Gym Invoice
401k Funding
- Student Loan Reimbursement Program

Provide support before and during the annual and bi-annual Gratis program. Including system testing, reporting, and answering inquiries.

Support Sr. Manager and Director during Open Enrollment. Including reviewing updated support material and emails, participating in system testing, and answering inquiries.

Meets operational requirements by scheduling, hitting deadlines and providing appropriate follow up as needed.

Demonstrates integrity, ethics, accountability, responsibility, initiative and teamwork at all times.

Working Relationships/Key Stakeholders:

Employees
Vendors
HR Team
Business Leaders

Financial Accountability

Ensures employees are paid appropriately when out on a leave/disability/FMLA

Qualifications & Competencies:

3+ years of hands-on experience working in a benefits department
College Degree is preferred
Customer-Service orientation to provide both vendors and internal customers with value added results and solutions
Highly effective and influential communicator
Working knowledge of payroll/HRIS, ADP, and SAP

Preferred Qualifications

CEBS Certification a plus

Trust 8 Competencies

Below is a list of Trust 8 Competencies designed to help employees at Shiseido Americas succeed as the company continues to evolve and innovate.

Think Big: Adapt a big-picture perspective. Deliver new values through creativity.
Take Risks: Embrace Risk, Practice “Trial and Error and Trial”.
Hands On: Consider Front-line realities when making decisions. Take the lead from end to end.
Collaborate: Leverage the diverse capabilities of colleagues.
Be Open: Create an environment that encourages everyone to speak up.
Act with Integrity: Be sincere and humble at all times.
Be Accountable: Commit to the goal. Take accountability for the execution.
Applaud Success: Create a culture that celebrates success

Salary (Min-Max):