Benefits & Office Specialist

Flexe is on a mission to create the open logistics platform which optimizes the global movement of goods.  As Flexe’s Benefits & Office Specialist, you will play an important role supporting the health, wellbeing, and productivity of our team across the country. Your primary focus will be managing our benefit, leave of absence, and workplace accommodation programs, ensuring they comply with applicable governmental laws and regulations. You will serve our employees as an internal advocate and guide while they navigate an often complex network of benefits, providers, and leave laws. Your secondary focus will be managing our Seattle Headquarters office space and ensuring our physical location is always at the ready to accommodate our business needs. This role will be required to work in the office at least 3 days a week as on-site office support. This position reports to Flexe’s VP of People and as a key member of the People Team, you will play an important role in influencing our company policies, processes, and programs that balance efficiency with outstanding support to our greatest asset: our people.

Responsibilities:

[75%] Benefits, Leave and Accommodations Program Management:

• Independently administer Flexe benefit programs inclusive of medical, dental, vision, as well as ancillary benefits such as EAP, 401k, leaves of absence, life and AD&D, and workplace accommodations. 
• Act as the Flexe primary point of contact for benefit-related vendors and manage vendor relationships.
• Partner with third party consultants/brokers to complete annual analysis of all plans to ensure programs are market competitive, aligned with business goals, consistently administered, and in compliance with company policies and evolving regulatory requirements.
• Suggest benefit program recommendations to management by collecting feedback from our employees, benchmarking our plans against the market, and evaluating opportunities for program efficiency and value. 
• Organize, lead, and monitor annual Open Enrollment activities.
• Enter data accurately into various online systems, audit monthly enrollment and change reports, eliminate errors promptly, and summarize monthly costs of our benefit programs.
• Manage monthly benefit-related billing and invoice reconciliation, partnering closely with our Finance team, to ensure billing is accurate and paid on time.
• Manage compliance of all Flexe benefits programs with federal, state, and local legal requirements by studying existing and new legislation; obtaining qualified opinions; enforcing adherence to requirements; advising management on needed actions.
• Resolve employee questions and problems regarding our benefit programs and in office needs with empathy and patience, helping our employees navigate our varied resources, tools, and processes. Resolve complex inquiries independently with limited information or precedent and escalate as needed.
• Facilitate new hire onboarding session to educate new hires on Flexe’s benefits and wellness programs.
• Support Wellness programs and initiatives that increase employee productivity and engagement, advertise the richness of our benefit plans, and help drive a culture of wellbeing.
• Own all internal and external facing materials about benefits, leaves of absences, accommodations and the Seattle HQ Office ensuring they are up to date and optimized for employee or new hire self-service.

[25%] Office Management:

• Manage the Seattle HQ office by working on-site at least 3 days per week to ensure it is always ready to meet business needs:
• Provide support to on-site employees and partners, including managing Badge/Access to facilities, answering questions, helping with event setup/clean up, and other ad hoc business needs as requested
• Process inbound and outbound mail as needed, including sending time sensitive HR, Finance, Legal or Payroll documents, swag shipments to employees, processing physical checks for payment through our Flexe check register, and special events and marketing mailings
• Conduct regular inventory checks on food, beverage, and office supplies, order and replenish as needed to ensure supplies are always on hand
• Receive deliveries, research owner, unpack, store, and organize content as needed 
• Organize and maintain a clutter free office, including:
• Perform office walk-through each on-site day, provide feedback to cleaning crew as needed, and take immediate action to clean or organize the office if time sensitive.
• Clean kitchen area (wash and put away dishes, clean countertops, wipe down appliances, tables, and chairs as well as reorganize space as needed)
• Breakdown recycling and ensure  garbage is disposed of for nightly pick-up
• Act as primary point of contact for vendors, partners, sub-lessees, and landlords regarding any office needs, and work closely with VP, People and Head of Legal as needed.
• Support ad hoc requests from other Flexe teams as needed when related to the office, shipping, or special on-site event needs.

Required Qualifications

• 5+ years progressive experience supporting benefits, leaves, and accommodation programs, particularly with self and level funded benefits
• Experience with regulatory compliance and remediation in benefit/leave programs
• Experience administering leave programs in WA or CA
• Experience in process improvement to drive efficiencies or cost savings
• Experience with tech or start up environment
• Proficiency in Google Sheets/Excel
• Ability to work from Seattle HQ office 3 days per week required, with flexibility for more in rare occasions (Company Events or Board Meeting support)
• Ability to occasionally lift upwards of 30 pounds 

Preferred Qualifications

• Experience managing an office
• Proficiency in Smartsheet

Key Competencies 

• Exceptional customer service orientation with the ability to be flexible and pivot as business needs change
• Great organizational skills, high attention to detail, and strong sense of urgency
• Entrepreneurial drive to improve programs
• Excellent written and verbal communication, interpersonal, and presentation skills

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