Account Coordinator | Employee Benefits (On-Site)

Position Overview:

The Account Coordinator/Administrative Assistant plays a critical role in ensuring the smooth operation of our office and supporting the day-to-day administrative needs of our team. This position requires a self-starter with excellent communication skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.

Essential Functions and Primary Duties:

• Oversee daily office operations to ensure a productive and professional environment.
• Serve as the first point of contact for clients, vendors, and visitors; answer and direct phone calls.
• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Prepare client documents, proposals, presentations, and correspondence.
• Maintain and organize confidential client files, records, and databases in accordance with compliance standards.
• Assist with the onboarding of new clients and handle enrollment forms and benefit plan documents.
• Support the employee benefits team with billing, claims, and administrative follow-up as needed.
• Help plan and organize company meetings, trainings, and special events.
• Ensure compliance with company policies, industry regulations, and data privacy requirements.
• Perform other administrative and clerical duties as assigned.
• Client Relationship Management:
  • Provide essential back-end administrative support for client accounts, ensuring smooth operations and timely responses to team requests.
  • Collaborate closely with Account Managers and Account Executives to understand client needs and preferences, assisting in the execution of tailored solutions.
  • Participate in client calls as needed, supporting Account Managers and Account Executives in presenting information and addressing client concerns
  • Maintain thorough documentation of client interactions and activities, ensuring all relevant information is accurately recorded and accessible to the client-facing team.
• Communication & Administrative Support:
  • Assist in the preparation and updating of employee benefits communications, including benefit guides, flyers, supplements, etc.
  • Pull claims reporting data for account teams to identify trends and opportunities for improvement.
• Client Data Management:
  • Maintain accurate and up-to-date client records, ensuring the integrity and confidentiality of sensitive information.
• Collaborative Teamwork:
  • Work closely with internal teams, including account managers and account executives, to ensure the seamless execution of client deliverables.
  • Participate in team meetings by taking notes, contribute to discussions when necessary, and share insights to enhance overall client satisfaction.
• Licensure:
  • To progress in this position, Account Coordinators are expected to study for and pass the Life and Health Insurance Exam.

Preferred Qualifications:

• 3+ years of office management or administrative assistant experience, preferably in an insurance, financial services, or professional services environment.
• Familiarity with employee benefits (health, dental, vision, life insurance, etc.) is highly desirable.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities with keen attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems (e.g., agency management systems like Applied Epic, Employee Navigator, or similar CRM tools).
• Ability to handle confidential information with discretion.
• Positive attitude, team player, and client service-oriented mindset.

Minimum Qualifications

• High School Diploma or GED required.
• 1-2 years of relevant work experience in the insurance industry.
• Ability to work in a team environment as well as independently.
• Must maintain current required licenses and certifications relevant to field of expertise.
• Proficient use of applicable technology.
• Demonstrated ability to communicate verbally and in writing throughout all levels of the organization, both internally and externally.

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