Client Operations Coordinator

Position Summary

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Overview

The Client Operations Coordinator provides operational and administrative support to the employee benefits department, partnering closely with client service and sales teams to ensure efficient day-to-day operations. This position serves as a key resource in supporting client management activities through document preparation, reporting, invoicing, carrier coordination, and project support. The Client Operations Coordinator assists with the development of presentation and open enrollment materials, manages carrier and vendor relationships, maintains department records, and contributes to process improvement initiatives that support overall team success.

Operations & Administrative Support

• Manage carrier appointments and maintain related documentation and records.
• Process third-party invoices accurately and efficiently.
• Perform data entry and generate monthly reports to support department operations and client service activities.
• Assist with the creation, printing, and distribution of open enrollment materials, presentations, and other client communications.
• Create and maintain documents, presentations, reports, correspondence, and communication materials for both internal and external audiences.
• Format PowerPoint presentations in accordance with company branding standards and guidelines.
• Design and execute mail merges utilizing Microsoft Excel and Word for large-scale communications.
• Provide administrative support to client service, sales, and operational teams as needed.

Client, Carrier & Vendor Support

• Serve as a liaison between carriers, vendors, and internal teams to facilitate communication and issue resolution.
• Support internal team members by responding to requests and providing information in a timely and professional manner.
• Assist with special projects and department initiatives as assigned.

Personal and Organizational Development

• Collaborate with team members to streamline processes and improve operational efficiency.
• Train staff on invoicing procedures and related operational processes.
• Establish priorities, manage multiple projects simultaneously, and communicate proactively to meet deadlines.
• Maintain confidentiality and professionalism while handling sensitive information.
• Demonstrate a customer-service mindset and commitment to supporting both internal and external stakeholders.

Key Competencies

• Strong verbal and written communication skills.
• Excellent organizational skills with strong attention to detail and quality.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Strong customer service orientation and professionalism.
• Ability to work independently while contributing effectively within a team environment.
• Strong problem-solving and critical-thinking skills.
• Advanced proficiency in Adobe Acrobat Pro and Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Ability to maintain accuracy and confidentiality when handling sensitive information and documentation.

Education and/or Experience

• High school diploma required; some college preferred.
• Previous experience in an insurance, employee benefits, or related professional services environment preferred.
• Demonstrated proficiency with Adobe Acrobat Pro, Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience providing administrative, operational, or client support in a fast-paced business environment preferred.
• Proven ability to manage multiple projects, prioritize competing demands, and meet deadlines.