Leave of Absence Administrator

QXO, Inc. (NYSE: QXO) is the largest publicly traded distributor of roofing, waterproofing, and related products, and the second largest publicly traded distributor of lumber and building materials in North America. QXO is the fastest growing company in the $800 billion building products distribution industry and plans to become the tech-enabled leader by delivering best-in-class customer satisfaction and outsized returns for its shareholders. The company is targeting $50 billion in annual revenues within the next decade through accretive acquisitions and organic growth.

What you'll do:

The Leave of Absence Administrator is responsible for managing the full lifecycle of employee leaves, accommodations, and interactive process cases across the company. This role ensures compliance with federal, state, and local regulations, partners closely with legal and medical vendors, and provides consistent guidance to HR, managers, and employees. The Administrator serves as the central owner of all LOA and accommodation workflows, delivering timely case management, accurate documentation, and strong risk mitigation.

This position reports to the Director of HR Compliance and works in close partnership with Benefits, HR Operations, Shared Services, Claims, Legal, Safety, the Field HR organization, and external medical providers.

Key Responsibilities

Leave Administration

• Manage the end-to-end leave process including FMLA, ADA, workers compensation related leaves, personal leaves, state specific programs, and company policies.
• Ensure timely and accurate initiation, tracking, and closure of all leave cases.
• Maintain compliance with federal, state, and local leave laws including California, Washington, New York, and other high-risk states.
• Coordinate with Shared Services on required documentation and with Benefits on pay and eligibility updates.
• Oversee return to work procedures including work status updates, restrictions, and fitness for duty certifications.

Interactive Process and Accommodations

• Lead or support the interactive process in collaboration with Legal and Field HR.
• Review medical restrictions in partnership with vendors, clinics, and internal claims teams.
• Conduct accommodation assessments including job analysis, feasibility, and documentation of outcomes.
• Facilitate communication between employee, manager, and HR to determine reasonable accommodations.
• Drive consistent application of the process across locations and functions.

Case Management and Documentation

• Serve as the central owner of all leave, accommodation, and medical restriction cases.
• Maintain accurate case files, timelines, and required documents in the case management system.
• Ensure cases are sequenced correctly including medical certification, alternative job analysis, notifications, and closures.
• Prepare documentation for Legal review when needed.

Cross Functional Coordination

• Partner with Benefits, HR Operations, Shared Services, Claims, Field HR, Legal, and external medical providers to ensure smooth case management.
• Provide guidance and coaching to managers and HR teams on leave procedures, restrictions, and accommodations.
• Serve as a subject matter expert on leave related policies and program improvements.

Compliance and Risk Mitigation

• Interpret and apply federal and state leave laws, ADA requirements, EEOC guidance, and company policy.
• Identify risks proactively and escalate as appropriate.
• Support audits, reporting, and process enhancements to strengthen compliance posture.

Systems and Process Improvement

• Maintain case data in the HR case management system and partner with HR Technology on workflow improvements.
• Recommend enhancements to documentation templates, letters, and tools.
• Support policy updates and training initiatives to improve manager and HR understanding.

What you'll bring:

Occupational Health Expertise

• Certified Occupational Health Professional or equivalent certification required.
• Demonstrated experience working with frontline employees including hourly labor, CDL drivers, warehouse workers, and distribution center teams.
• Skilled at interpreting medical restrictions in the context of high physical demand roles.
• Experienced in partnering with occupational health clinics, medical case managers, and workers compensation representatives.
• Able to bridge medical requirements with practical workplace application in a large, geographically distributed environment.

Required Experience

• Three to five years of experience managing LOA, ADA, accommodations, or disability case management.
• Strong knowledge of federal and state leave laws and regulations.
• Certification in occupational health or equivalent.
• Experience conducting interactive process discussions and documenting outcomes.
• Ability to analyze medical restrictions and align with job requirements in field and distribution settings.
• Excellent communication and case management skills.

Preferred Experience

• Experience supporting a large, distributed workforce including field, distribution, and corporate roles.
• Experience with external medical vendors, occupational health providers, or workers compensation insurers.
• Prior work within HR Compliance or HR Operations.
• Experience with case management systems and HRIS platforms such as UKG Pro, Ivanti, or similar.

Success Profile

• Highly organized and detail oriented.
• Able to navigate sensitive medical and legal issues with discretion.
• Skilled at building trust with employees, managers, and cross functional partners.
• Comfortable operating independently and driving clarity in ambiguous situations.
• Strong judgment in applying policy and identifying risk.

What you'll earn

QXO is an Equal Opportunity Employer. We value diversity and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status.