Account Set-up Coordinator

Aleron; Melbourne (FL); On-site; USD 20,000 - 29,000; Full time

Job summary

Acara Solutions seeks an Account Set-up Coordinator in Melbourne, FL to manage the complete account set-up process from implementation through ongoing client relations.

You will handle customer inquiries by phone and email, ensure accurate CRM records, and maintain knowledge of DOT regulations and drug testing industry standards for client success.

This direct-hire role offers a 40-hour week, hourly compensation of $18, and a team-driven environment within a global workforce solutions leader.

Qualifications

• 2+ years handling a large volume of inbound calls per day.
• 2+ years recording client communications in the CRM.
• 2+ years with Google Workspace and AI tools such as ChatGPT.
• 2+ years in customer service or administrative support.
• Strong phone presence and high accuracy typing (45 WPM).
• Proficiency with Word, Excel, and Windows.
• Experience with CRM and ticketing software like Clarity Soft and Freshdesk.
• Experience in the drug testing industry.

Responsibilities

• Provide general customer service via phone or email in a timely, accurate and professional manner.
• Gather information to complete account setups and perform quality control on submissions.
• Review Clarity Soft CRM for new account data and log communications.
• Timely ordering of lab supplies and ensure delivery.
• Proactively contact clients to ensure program success.
• Keep abreast of client changes and SOP updates.
• Maintain knowledge of DOT regulations related to drug & alcohol testing.
• Learn DOT collection process for client site issues.
• Maintain knowledge of FMCSA Clearinghouse for testing and reporting.
• Escalate issues to Customer Service Supervisor promptly.
• Protect confidentiality of client information.
• Prepare and ship policy binders to clients.
• Identify opportunities for inbound sales as needed.

Skills

Strong phone presence

Typing 45 WPM

Learn multiple software platforms

Work independently

Time management

Word/Excel/Windows proficiency

CRM experience (Clarity Soft)

Freshdesk ticketing experience

Drug testing industry experience

Inbound call handling

Education

High School Diploma or GED

Tools

Clarity Soft

Freshdesk

Google Workspace

ChatGPT / AI tools

Job description

Job Title: Account Set-up Coordinator

Location: Melbourne, FL

Employment: Direct Hire

Industry: Healthcare Services

Compensation: $18.00/hrs

Schedule: 40 hours /week

About the Opportunity:

• The Account Coordinator will be responsible for all aspects of the account set-up process, beginning with implementation and continuing throughout the Client relationship.
• This person must be enthusiastic about serving clients, pay attention to detail, knowledge of the drug testing industry.
• This person will be an integral part of growing our business.

Why You’ll Love Working Here:

• Supportive, team-driven culture that values collaboration, transparency, and accountability
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries
• People-first environment that encourages employees to bring their authentic selves to work
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates

Why This Opportunity is Exciting:

• This role offers the chance to join a company that prioritizes both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

• Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

What You’ll Do:

• General customer service, that includes handling phone calls or emails responding to client inquiries/requests in a timely, accurate, professional & helpful manner.
• Gather all information necessary to successfully complete customer account setups and conduct quality control on account set-ups submissions for accuracy.
• Reviewing Clarity soft CRM for new account information and ensuring that all customer communications are saved to the customer's account record.
• Timely and accurate ordering of lab supplies with a commitment to ensure delivery if needed
• Proactively contact clients to ensure success of the program
• Keep abreast of client changes and SOP updates.
• Maintain knowledge of the Department of Transportation regulations as they pertain to Drug & Alcohol Testing.
• In addition to learning the DOT collection process to assign clients with collection site issues.
• Maintain knowledge of the FMCSA Clearinghouse FMCSA Clearinghouse Services portal pertaining to drug and alcohol testing and reporting.
• Team members must understand the importance of escalating service issue to the Customer Service Supervisor in a timely manner with a commitment to follow up on resolution
• Maintain and protect the confidentiality of all client information.
• Preparing and shipping policy binders to clients in a timely manner
• Team members should recognize the opportunity and be comfortable with making inbound sales as needed.

Job Requirements

What You’ll Bring:

• High School Diploma or GED
• 2+ years of experience in handling a large volume of inbound calls per day.
• 2+ years of experience in recording client communication in the client's CRM record
• 2+ years of experience in Google workspace and basic AI programs such as Chat GPT
• 2+ years of experience in customer service, administrative support
• Strong phone presence
• Typing/ data entry must be at least 45 WPM with 95% accuracy
• Ability to learn and utilize multiple software platforms and work using multiple screens
• Ability to work independently with minimal oversight while maintaining data integrity and efficiency
• Ability to prioritize and manage time effectively in a sales/office environment while maintaining a sharp attention to detail.
• Proficiency in using basic office software programs such as Word, Excel and Windows.
• Experience working with Customer Relationship Management software (CRM) such as Clarity Soft and ticketing programs such as Freshdesk
• Experience in the drug testing industry

What Sets You Apart:

• Strong phone presence
• Typing/ data entry must be at least 45 WPM with 95% accuracy
• Ability to learn and utilize multiple software platforms and work using multiple screens
• Ability to work independently with minimal oversight while maintaining data integrity and efficiency
• Ability to prioritize and manage time effectively in a sales/office environment while maintaining a sharp attention to detail.
• Proficiency in using basic office software programs such as Word, Excel and Windows.
• Experience working with Customer Relationship Management software (CRM) such as Clarity Soft and ticketing programs such as Freshdesk
• Experience in the drug testing industry

Additional Information:

• Upon offer of employment, the individual will be subject to a background check
• The employee must be able to communicate effectively and hear sufficiently to conduct telephone conversations and interact with customers, coworkers, and others in the normal course of business.
• The employee must have sufficient visual ability to read and review information on computer screens, documents, forms, and other written materials and perform accurate data entry.
• The position requires prolonged periods of sitting and working at a computer, including frequent use of a keyboard, mouse, and telephone.
• The employee is occasionally required to stand, walk, bend, reach, or stoop during normal office activities.
• The employee may occasionally be required to lift or move office supplies, files, or other items weighing up to 25 pounds.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.