Leave Management Specialist

Position Overview

We are seeking a detail-oriented and customer-focused Leave Management Specialist to administer employee leave of absence and absence management programs from initial request through case closure.

This position is responsible for processing, assessing, tracking, and monitoring employee leave requests while ensuring accurate documentation, timely communication, and appropriate updates to employee HR records.

The ideal candidate will have experience in leave of absence administration, employee benefits, and high-volume HR service center environments, with a strong understanding of leave policies, applicable regulations, and employee support processes.

Key Responsibilities

Leave of Absence Administration

• Administer employee leave of absence programs from initial request through case closure.

• Provide employees with accurate information regarding leave of absence policies, guidelines, procedures, and applicable legislation.

• Receive, review, process, and manage employee leave requests.

• Assess, adjudicate, track, and monitor leave claims to ensure accurate and timely processing.

• Maintain complete and accurate documentation for all leave-related activities.

• Ensure appropriate transactional updates are made to employee HR records throughout the leave process.

• Follow standardized procedures and established best practices when handling leave inquiries, transactions, and requests.

Employee Benefits & Payroll Coordination

• Collaborate with Payroll and Benefits teams to ensure employees on applicable leaves receive accurate pay and maintain appropriate benefits enrollment.

• Assist employees with understanding leave-related benefits, eligibility requirements, and applicable company policies.

• Support employees throughout the leave process, including their transition back to work.

• Ensure leave administration activities comply with company policies and applicable legal requirements.

Return-to-Work Coordination

• Review physician documentation and applicable work restrictions to support return-to-work decisions.

• Coordinate with appropriate departments to determine their ability to accommodate employee work restrictions.

• Evaluate physical job requirements and potential alternative work assignments when applicable.

• Authorize and coordinate employee return-to-work activities in accordance with established policies and procedures.

• Assist employees with returning to work and accessing appropriate benefits.

Case Management & Documentation

• Document all employee interactions, inquiries, transactions, and case updates in the appropriate case management or leave management system.

• Maintain accurate, organized, and confidential employee leave records.

• Monitor open cases, track required documentation, and ensure timely follow-up.

• Protect sensitive employee information and maintain confidentiality in accordance with company policies and applicable regulations.

• Utilize HR technology platforms and internal knowledge bases to research policies, resolve inquiries, and process transactions.

Employee Support & Service Center Operations

• Provide consistent, professional, and high-quality customer service in a high-volume HR service center environment.

• Respond to employee inquiries regarding leave policies, procedures, benefits, and case status.

• Use active listening and appropriate follow-up questions to identify employee needs and resolve concerns.

• Escalate complex issues when necessary to ensure appropriate resolution.

• Maintain a professional, service-focused approach when handling employee requests and sensitive situations.

• Participate in ongoing training and professional development to remain current on changing policies, processes, and regulations.

• Demonstrate dependability, punctuality, and consistent attendance.

Required Qualifications

• 3–5 years of experience in leave management and/or employee benefits administration.

• 3–5 years of relevant experience in a call center, HR service center, or similar high-volume support environment.

• Experience administering employee leave of absence programs, including leave requests, case tracking, documentation, and return-to-work coordination.

• Knowledge of HR administration and general familiarity with HR functions, including employee benefits, compensation, employee relations, performance management, and company policies.

• Experience using HR systems, case management platforms, employee portals, or Human Capital Management (HCM) systems.

• Proficiency in Microsoft Office applications, particularly Microsoft Word and Excel.

• Excellent written and verbal communication skills.

• Strong customer service skills with the ability to handle sensitive employee inquiries professionally.

• Excellent organizational skills and attention to detail.

• Ability to manage multiple cases, priorities, and deadlines simultaneously.

• Strong active listening, problem-solving, and issue escalation skills.

• Ability to maintain confidentiality and protect sensitive employee information.

• Demonstrated dependability, willingness to learn, and ability to work collaboratively in a team environment.