Benefits Administrator

About Us: Martinus is a market leading, full-service railway infrastructure company that builds and maintains large scale railroads within North America. We have in-house capability for full turnkey railway projects for the Class 1, Short Line and Industrial markets. Martinus has a solution-focused approach which helps clients meet their goals and achieve the best possible outcomes, developing project solutions in partnership with clients. This is backed up by 19 years of experience delivering complex multi-disciplinary railroad projects across the globe

The Benefits Administrator is responsible for managing, administering, and improving the employee benefits and payroll functions within Martinus. This role ensures all benefits programs comply with regulations and meet the needs of our employees, while also overseeing payroll operations to ensure accurate processing and reporting. The Benefits Administrator will manage both the payroll administrator and benefits personnel, ensuring effective team support and operational excellence.

Job Description

Benefits Program Administration and Compliance

• Oversee the setup and maintenance of employee deductions and employer contributions for benefits.
• Communicate eligibility status and provide ongoing employee support regarding benefits options.
• Reconcile and correct any missed deductions, invoices to employee files, and invoices to the general ledger (GL).
• Manage 401(k) uploads and payments to ensure timely and accurate processing.
• Coordinate with carriers/brokers and ensure accurate open enrollment management, including file updates and evidence of insurability (EOI) tracking.
• Maintain compliance with COBRA and other regulatory requirements.
• Manage Health Savings Accounts (HSA) and Health Reimbursement Accounts (HRA) enrollments, reconciliations, and communications.
• Oversee Paid Time Off (PTO) accrual processes.

Onboarding and New Hire Benefits Integration

• Oversee the onboarding and offboarding process.
• Maintain and update forms in Arcoro to ensure consistency with company standards.
• Support onboarding by entering new hires when necessary, assigning Foundation employee numbers, and importing new hires into Foundation.
• Ensure effective communication with new hires about benefits and conduct employment eligibility verification.
• Submit state new hire notifications as required.

Offboarding and Benefits Termination

• Manage benefits and payroll termination processes, ensuring accurate final calculations for vacation owed and other deductions.
• Update systems to reflect employee terminations and ensure compliance with benefits termination procedures.

Payroll and Tax Administration

• Oversee payroll tax deposits and ensure timely quarterly payroll reporting.
• Manage year-end tax forms, including W-2s and ACA reporting (1095/1094), and maintain a reconciliation spreadsheet for accurate payroll tracking.
• Support payroll-related processes such as garnishments, child support adjustments, and short-term disability (STD) gross-ups.

Additional Reporting and Compliance

• Ensure unemployment reporting, worker’s compensation reporting, and other required filings are submitted accurately and on time.
• Maintain a backup system for payroll and oversee fringe maintenance.
• Manage certified payroll reports and union payroll reporting, and perform reconciliation tasks for various payroll components, including account codes and systems like Arcoro, Foundation, and Empower.

Team Management and Leadership

• Lead and support the payroll and benefits personnel, providing guidance on tasks and performance management.
• Promote a collaborative environment that aligns with company values and emphasizes professional development.
• Ensure all processes are documented and establish protocols for seamless handover and team continuity.

Formal Qualifications

Required:

• Bachelor’s Degree in Business Administration, HR, related field, or equivalent work experience.

• Professional Payroll Certification.

Experience

Required:

• Minimum 5 years of experience in benefits administration, payroll, or similar.

• Advanced knowledge of multistate benefits regulations, payroll tax laws, and vendor management.

Desirable:

• Railroad construction experience.

System Knowledge

• Advanced knowledge of HRIS and ERP.

• Intermediate knowledge of Microsoft Office.

At Martinus, we are committed to fostering an inclusive, diverse, and equitable workplace where all employees feel valued, respected, and supported. We are proud to be an Equal Employment Opportunity employer and provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable law. We encourage applicants from all backgrounds to apply and join our mission to build and maintain safe, reliable railway infrastructure.