Leave & Accommodations Coordinator
Job Title: Leave & Accommodations Coordinator
Division: Corporate
Location: Tampa, Florida
Reports To: Manager, Employee Leave & ADA Accommodations Support
Work Arrangement: Hybrid – 3 Days Onsite / 2 Days Remote
Who We Are
For more than a century, L'Oréal has devoted its energy, innovation, and scientific excellence solely to one business: Beauty. Our goal is to offer all persons around the world the best of beauty in terms of quality, efficacy, safety, sincerity, and responsibility — to satisfy all beauty needs and desires in their infinite diversity.
The Role at a Glance
The Leave & Accommodations Coordinator is a client-facing, coordination-focused role responsible for managing complex ADA reasonable accommodation cases and owning the Leave of Absence process across L'Oréal USA and SalonCentric. This role serves as the primary point of contact for employees, managers, and HR Business Partners navigating both the leave and accommodation processes — guiding stakeholders through each step, reviewing medical documentation, and influencing outcomes through thoughtful partnership and sound judgment. The Coordinator does not simply administer cases; they actively drive them to resolution by building consensus, facilitating dialogue, and designing workable solutions in partnership with the business. While the day-to-day administrative tasks of leave — such as daily vendor report processing and data entry — are owned by the Leave & Accommodations Specialist, the Coordinator holds full process ownership and accountability for the leave function.
What You Will Do
Leave of Absence Process Ownership
- Own the end-to-end Leave of Absence process across all leave types for L'Oréal USA and SalonCentric, serving as the subject matter expert and process authority for the function.
- Manage and oversee the leave process in partnership with the Leave Management vendor, HR Business Partners, Payroll, and Benefits — ensuring a seamless and compliant employee experience from leave initiation through return to work.
- Serve as the primary point of contact for employees, managers, and HR partners on all leave-related matters across:
- Short-Term Disability (STD)
- Long-Term Disability (LTD)
- FMLA
- Parental Leave
- Military Leaves
- Apply state-specific leave rules concurrently across both L'Oréal USA and SalonCentric entities, ensuring consistent and compliant administration regardless ofjurisdiction.
- Review and interpret leave documentation, medical certifications, and vendor determinations — escalating complex or high-risk scenarios to the Manager as needed.
- Partner with Payroll and Benefits to ensureaccuratepay continuity, benefit maintenance, and LTD-related wage considerations throughout the leave period.
- Proactivelymonitorthe regulatory landscape for new or changing state leave laws, flagging updates to the Manager to ensure policies and workflowsremaincurrent and compliant.
- Provide process oversight and direction to the Leave & Accommodations Specialist on daily leave administration tasks, ensuring accuracy and timeliness without holding direct supervisory authority.
- Escalate systemic issues, data discrepancies, or compliance risksidentifiedthrough the leave process to the Manager with documented findings and recommended actions.
ADA Accommodation Case Management
- Serve as the primary coordinator for complexADAreasonable accommodation cases across corporate, operations, and retail environments.
- Manage the end-to-end interactive accommodation process —initiatingcases,gatheringand reviewing medical documentation,facilitatingdialogue between employees, managers, and HR Business Partners, and driving cases totimelyresolution.
- Navigate accommodation requests that fall outside standard solutions, partnering with business leaders to design custom, site-specific accommodations that meet both employee needs and operational requirements.
- Ensure all cases are managed in compliance with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), as well as applicable state-specific regulations.
- Monitor open accommodation cases forcompliancethreshold adherence, proactively escalating cases that present legal risk to the Manager.
- Maintain complete,accurate, and audit-ready case documentation throughout the life of each accommodation request.
- Identifypatterns across accommodation cases that mayindicatesystemic barriers or process gaps, surfacing findings to the Manager with recommended actions.
Stakeholder Influence & Partnership
- Serve as a knowledgeable, consultative, and influential partner to HR Business Partners, people leaders, and employees throughout both the leave and accommodation processes.
- Guide managers and business leaders through their responsibilities within the leave and interactive accommodation processes, building understanding and buy-in around obligations and solutions.
- Facilitate productive conversations between all parties — including employees, managers, HR, and Legal — to reach informed,timely, and legally sound determinations.
- Partner with Legal Counsel on escalated or high-risk leave and accommodation cases, providing well-documented case summaries and supporting materials to inform legal guidance.
- Engage directly with the Leave Management vendor on process questions, case escalations, and documentation concerns — serving as an informed and accountable process owner.
- Communicate leave and accommodation outcomes, next steps, and compliance expectations clearly and professionally to all stakeholders involved.
Leave & Accommodations Intersection
- Identifyand manage cases where leave programs and accommodation requests intersect — ensuring concurrent and compliant administration of both processes.
- Partner with the Leave & Accommodations Specialist to ensure leave administration tasks are completed accurately and on time, providing process direction and quality oversight.
- Support the application of state-specific leave and accommodation rules across both entities, escalating multi-state complexity to the Manager as needed.
Process Improvement & Compliance
- Contribute to the development and maintenance of leave and accommodation process documentation, SOPs, and case management templates.
- Stay current on ADA, PWFA, FMLA, EEOC guidance, and state-specific leave and disability requirements — applying updated knowledge to active cases and flagging regulatory changes to the Manager.
- Support HR Excellence and audit initiatives by preparingaccurate, well-documented case data and reconciliation outputs.
- Serve as a subject matter resource for the Leave & Accommodations Specialist on complex leave and accommodation questions and case routing.
What We Are Looking For
Required Qualifications:
- Bachelor's Degree in Human Resources, Business Administration, ora relatedfield.
- 3+ years of experience in Leave of Absence administration, ADA accommodations, HR Operations, ora related function.
- Demonstrated experience managing complex leave and accommodation cases, including medical documentation review and multi-stakeholder coordination.
- Working knowledge of the ADA, PWFA, FMLA, STD, LTD, and related federal and state regulations.
- Strong interpersonal and influencing skills —abilityto guide and build consensus among employees, managers, HR partners, and Legal without direct authority.
- Experience with ServiceNow or a comparable case management system preferred.
- Experience with SuccessFactors or another enterprise HRIS platform preferred.
- Proficiencyin Microsoft Office Suite (Outlook, Teams, Excel —required).
- Strong written and verbal communication skills —abilityto navigate sensitive conversations and communicate complex legal concepts clearly.
- Ability to manage multiple complex cases simultaneously with strong organizational and prioritization skills.
- Ability to handlehighly sensitiveand confidential employee information with the utmost discretion.
- Physical requirements: primarily sedentary role; in-office presencerequiredper hybrid policy.
Preferred Qualifications:
- Spanish languageproficiency— preferred.
- Experience managing leave and accommodation cases across corporate, operations, and retail environments.
- Familiarity with the intersection of leave programs and ADA accommodations.
- Experience applying state-specific leave rules across multiple entities concurrently.
- HR certifications: PHR, SHRM-CP, or equivalent.
Job Architecture
- Professional Field: Human Resources
- Specialization: Leave & Accommodations
- Job Role: Leave & Accommodations Coordination
Key Counterparts
- Manager, Employee Leave & ADA Accommodations Support
- Leave & Accommodations Specialist
- Sr Specialist, Employee Leave Support
- HR Business Partners (Local & Zone)
- Legal Counsel
- Payroll & Benefits Teams
- Leave Management Vendor
- BEST HR & HR Excellence Teams
Key Performance Indicators
- Leave case resolution rate and cycle time
- Accommodation case resolution rate and cycle time
- Interactive process compliance rate
- Case documentation accuracy and audit readiness
- Stakeholder satisfaction — HR Business Partner and manager feedback
- Compliance threshold adherence — percentage of cases resolved within requiredtimeframes
- Escalation rate and quality of escalation documentation
- State-specific compliance accuracy across both entities
What's In It For You
- Competitive Salary (commensuratewith experience)
- Competitive Benefit Package — Medical, Dental, Vision, 401K, Pension Plan
- Hybrid Work Policy — 3 DaysInOffice, 2 Days Work from Home
- Flexible Time Off — Paid Company Holidays, Paid Vacation, Vacation Buy Program, Volunteer Time, Summer Fridays & More
- Company Perks — VIP Access to L'Oréal's Internal Shop for Discounted Products, Monthly Mobile Allowance
- Learning & Development — Unlimited Access to E-learnings, Lunch & Learn Sessions, Mentorship Programs & More
- Employee Resource Groups — Think Tanks and Innovation Squads
- Mental Health & Wellness Programs
Don't meet every single requirement? At L'Oréal, we are dedicated to building a diverse, inclusive, and innovative workplace. If you're excited about this role but your past experience doesn't align perfectly with the qualifications listed in the job description, we encourage you to apply anyway! You may just be the right candidate for this or other roles!
We are an Equal Opportunity Employer and take pride in a diverse environment. We do not discriminate in recruitment, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.
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