Employee Benefits Administrator

Description

Haffner's: A Regional Leader Fueled by Family, Integrity, and Safety.

At Haffner's, we're more than a company – we're a family. As a prominent wholesale fuel distributor in New England, we've established a strong presence, managing gas stations, convenience stores, car washes, and food service locations. Our renowned Haffner's brand operates across Massachusetts, New Hampshire, and Maine.

We go beyond fuel distribution, offering heating oil, propane, and HVAC services to 45,000 customers across the region. Our commitment to integrity and safety is unwavering; it's in everything we do. We prioritize building relationships and consistently doing the right thing.

Our culture thrives on growth, innovation, and excellence. As a part of our team, you'll contribute to our ongoing success, embracing the core values of "Fueled by Family," "Do the right thing," "Safety in everything we do,” and “Be resourceful.”

Job Summary

The Employee Benefits Administrator is responsible for the administration, compliance, and execution of all employee benefit programs while ensuring data integrity across HR systems. This role serves as the primary point of contact for employee benefit inquiries, manages vendor relationships and reporting requirements, and supports regulatory compliance and related filings. In addition, this role provides HRIS reporting support and assists with broader HR operational and compliance functions, ensuring accurate data management and audit readiness.

Essential Functions and Core Responsibilities

• Administer day-to-day benefits operations including eligibility determinations in accordance with ACA requirements
• Support employees with benefit enrollments, changes, and inquiries
• Process Qualified Life Events (QLEs)
• Manage COBRA administration including notifications, enrollments, and terminations
• Maintain benefits data in HRIS and carrier systems
• Support Open Enrollment planning and execution
• Manage benefits billing reconciliation and EFT payments
• Produce and distribute benefits-related financial and payroll reports
• Maintain ACA compliance and complete regulatory reporting (CMS, MassHealth, etc.)
• Coordinate Leave of Absence (LOA) processes including documentation and communication
• Run HRIS reports (new hires, terminations, deductions, compliance reports)
• Monitor system integrations and resolve data discrepancies
• Support audit readiness and compliance documentation
• Provide administrative and operational HR support across teams

Skills and Qualifications 

• Knowledge of benefits administration including ACA, COBRA, and LOA
• Experience with HRIS systems (Paylocity preferred)
• Strong analytical and data management skills
• Ability to interpret regulatory requirements
• Attention to detail with strong organizational skills
• Effective communication skills
• Ability to handle confidential information with discretion
• Proficiency in Excel and reporting tools
• Demonstrated strong customer service orientation with the ability to communicate effectively and professionally with employees at all levels 
• Proven ability to handle sensitive employee interactions with empathy, responsiveness, and a solutions-focused approach

Expectations 

• Deliver a high-touch, employee-focused service experience always. This includes timely, professional, and proactive communication with employees across all channels (in-person, phone, and written). 
• Engage directly with employees to provide clear guidance, answer questions, and resolve concerns with a strong sense of ownership and urgency 
• Ensure employees feel supported and informed throughout all benefits and leave-related interactions 
• Maintain a consistent, approachable presence and build trust through responsive and respectful communication
• Maintain high accuracy in benefits and HRIS data
• Ensure compliance with laws and company policies
• Cross-trained in payroll processes and serves as backup support to ensure continuity of payroll operations

Job Environment 

• This role requires a consistently high level of employee interaction and customer service. Passive or transactional communication is not sufficient—this individual must actively engage with employees, ensuring understanding, follow-through, and a positive experience in every interaction.
• Office-based role
• May require extended hours during peak periods (Open Enrollment, audits)
• Frequent interaction with employees and vendors
• Prolonged periods of computer work and data management

Compensation:

Salary is based on a range of factors that include relevant experience, knowledge, skills, and other job-related qualifications. For the purpose of this role, the salary opportunity is:

PAY - $55,000 to $75,000 annually.

Haffner’s is committed to equal employment opportunities and providing reasonable accommodation for those with physical and/or mental disabilities. We value and encourage diversity and do not discriminate based on race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, change of sex or transgender status, or any other basis protected by federal, state, or local law.

Haffner’s is committed to providing a safe work environment for all employees.

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