Henley Enterprises, Inc. (and our associated entities) is a privately-owned Franchisee of Valvoline Instant Oil Change (VIOC) currently operating over 260 VIOC locations in Massachusetts, New Hampshire, Rhode Island, Maryland, Virginia, Delaware, Florida, and California. The Company has grown rapidly, and projects continued growth moving forward. This full-time, nonexempt (hourly) position is eligible for remote or hybrid work arrangements; must reside in MA, NH, RI, MD, VA, DE, or FL. The position will support employees across the entire Company but will be based on the east coast and report directly to the HR Manager.
POSITION SUMMARY:
The Leave of Absence Coordinator (“Coordinator”) provides front-line administration and customer service for all federal, state, and Company provided leave programs in all of the Company’s operating states. The Coordinator serves as the primary point of contact for employees requesting, on, or returning from leave, and partners with employees, supervisors, HR Business Partners, HR Coordinators, Benefits, and Payroll to ensure leaves are administered timely, accurately, consistently, and in compliance with applicable law. The Coordinator maintains records and case documentation in the Company's HRIS (Human Resources Information System, currently UKG) and supporting systems, and over time gains exposure to more complex responsibilities within the leaves and accommodations function under the direction of the HR Manager and in collaboration with the Leave & Workers' Compensation Specialist. This role will also maintain line of sight to workers’ compensation cases through the leave module and may update case information and also serve as a backup resource for worker’s comp administration.
JOB BENEFITS INCLUDE:
- Competitive Hourly Rate at $30.45- $35.75, commensurate with experience and geographical location
- Health, Dental and Vision insurance after ninety days
- 401K with match after one year
- Company-paid Life and Disability Insurance
- Time off with Pay including paid vacation and sick leave
- FSA and Wellness reimbursements
- Educational Assistance
- Employee Discount at all Henley operated Valvoline Instant Oil Changes
- Discounts with Partnered Products
- and more!
ESSENTIAL JOB FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Serve as the front-line point of contact for all leave of absence (LOA) inquiries received via email, phone, or Microsoft Teams, providing prompt, accurate responses.
- Conduct initial intake conversations to determine the type(s) of leave that may apply based on the employee's qualifying reason, work state, tenure, and hours.
- Communicate the leave request process, eligibility, documentation requirements, certification deadlines, and return-to-work expectations to employees and their supervisors/managers.
- Field general questions relating to federal, state, and Company-provided leaves of absence, and escalate issues to the Leave & Workers' Compensation Specialist or HR Manager, as appropriate.
- Prepare and deliver leave packets to employees (both electronically and for physical mailing).
- Issue required notices (e.g., FMLA Eligibility & Rights and Responsibilities, Designation Notice, state PFML (Paid Family Medical Leave) within statutory timeframes and maintain documentation evidencing timely delivery.
- Open, monitor, and close leave cases in the HRIS (UKG WFM Leaves Module) and any successor or supplemental leave management platform, ensuring eligibility status, leave type, dates, certification status, documentation, and return-to-work dates are accurate at all times.
- Maintain thorough case notes documenting all employee, manager, and provider communications, including tracking interactive process steps, accommodation determinations, follow-up check-ins, and any requested adjustments.
- Coordinate light duty and intermittent leave schedules with managers where appropriate.
- Recognize potential reasonable accommodation requests (including requests that arise during a leave or as part of a return-to-work conversation) and escalate the ADA (Americans with Disabilities Act) interactive process in partnership with the HR Manager and HR Business Partner.
- Provide HR Business Partners and managers with status updates on active cases and respond to ad hoc questions in a timely manner.
- Collaborate with the Leave & Workers' Compensation Specialist on cases that involve overlap between LOA and workers' compensation matters.
- Other leave-related duties and occasional ad hoc HR function projects as assigned.
QUALIFICATIONS/COMPETENCIES:
Skills & Competencies
- Strong written and verbal communication, including the ability to explain complex leave concepts to non-HR audiences in plain language.
- Customer centered problem resolution approach, with discretion when handling sensitive and personal information.
- High accuracy and attention to detail; strong organizational and time management skills with the ability to manage a high case volume across multiple jurisdictions.
- Collaborative team player, who escalates appropriately and documents thoroughly.
- Ability to work independently in a remote or hybrid environment while maintaining responsiveness on Teams, email, and phone during business hours.
- Proficient with Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint/OneDrive).
- Experience with Leave tracking software; ability to learn new HRIS and leave administration platforms quickly.
- Working knowledge of FMLA, ADA, military leave under USERRA, and at least one state PFML program; willingness and ability to develop multi-state expertise.
Education and Experience
- Associates degree or equivalent combination of education and relevant work experience
- 0 - 2 years HR, front-line leave administration, or related experience
- Multi-state/multi-unit experience preferred
ENVIRONMENTAL & PHYSICAL REQUIREMENTS:
- Work is performed in a remote or hybrid office environment with primary internal communication through Microsoft Teams, Outlook email, and telephone.
- Primarily a sedentary role performed at a workstation using standard office technology (computer, monitor, keyboard, mouse, headset, and mobile/VOIP phone).
- Requires the ability to view information on a computer display, communicate accurately by phone and in writing, and use a keyboard and mouse for extended periods.
- Reliable high speed internet connection and a private, secure workspace appropriate for handling confidential employee information are required for remote work.
- Travel is not expected for this position.
The above description is not intended to be an "all-inclusive" list of the duties and responsibilities of the job described, nor is it intended to be such a listing of the skills and abilities required to do the job. Rather, it is intended only to describe the general nature of the job.
