Leave of Absence Coordinator

A position at White Cap isn’t your ordinary job. You’ll work in an exciting and diverse environment, meet interesting people, and have a variety of career opportunities.

The White Cap family is committed to Building Trust on Every Job. We do this by being deeply knowledgeable, fully capable, and always dependable, and our associates are the driving force behind this commitment.

Responsible for supporting the day-to-day administration, tracking, and processing of Leave of Absence (LOA) requests, including but not limited to Family Medical Leave (FMLA), Americans with Disabilities Act (ADA), and other applicable leave programs. Focuses on administrative execution, documentation tracking, system updates, and associate communications under the direction of the Leave Management Analyst and leadership. 

Major Tasks, Responsibilities and Key Accountabilities

• Ensures leave requests, documentation, and team tasks are processed and tracked accurately and timely.

• Processes routine leave transactions and responds to general leave-related inquiries.

• Sends standardized leave instruction emails and required documentation to associates.

• Tracks and follows up on missing medical certifications and required forms.

• Updates HR systems (e.g., Workday) and vendor portals with leave status changes.

• Monitors shared inboxes and escalates complex issues to the Analyst or leadership.

• Coordinates documentation submissions with third-party administrators (e.g., disability carriers).

• Supports associates during leave transitions and return-to-work documentation collection.

• Provides high-level customer service while maintaining confidentiality of sensitive information.

• Perform all other duties and tasks as assigned.

Nature and Scope

• Refers complex, unusual problems to supervisor.

• Under general supervision, exercises some judgment in accordance with well-defined policies, procedures, and techniques. Work typically involves regular review of output by a senior coworker or supervisor.

• None.

Work Environment

• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.

• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. On rare occasions there may be a need to move or lift light articles.

• No travel required.

Education and Experience

• HS Diploma or GED strongly preferred. Specialized skills training/certification may be required. Generally, 2-5 years of experience in area of responsibility.

Preferred Qualifications

• Associate’s degree or higher preferred.

• 3+ years of customer service or administrative experience.

• Experience working in HR systems or case management tools preferred.

• Basic knowledge of FMLA and leave processes preferred.

• Strong organizational skills and attention to detail.

• Ability to maintain confidentiality and handle sensitive information.

If you’re looking to play a role in building America, consider one of our open opportunities. We can’t wait to meet you.