Admin Operations Coordinator

Consolidated Admin Services, LLC; Cabot (AR); On-site; USD 32,000 - 42,000; Full time

Job summary

Consolidated Admin Services, LLC is seeking an Admin Operations Coordinator to manage client communications, handle administrative tasks, and support COBRA processes in a business office setting. This role involves mail handling, greeting visitors, preparing COBRA letters, file management, and assisting colleagues on special projects.

Strong attention to detail and professional presentation are essential. You will report to the Compliance Manager and play a key role in keeping records organized

Qualifications

• High School Diploma or equivalent or relevant experience.
• Proficient with spreadsheets, bookkeeping software, data entry, word processing, email management, and file management.
• Excellent communication skills.
• Excellent attention to detail.
• Presents a professional image; able to build rapport and collaborate with others.

Responsibilities

• Take mail to the Cabot CAS bank building at 4pm daily.
• Operate mail machines including the postage meter and photocopying machine.
• Process and weigh outgoing mail.
• Greet visitors and assist with their needs.
• Prepare and print COBRA letters for the day.
• Assist in preparing COBRA letters for postage and mailing.
• Sort mail and delivered packages and distribute to appropriate departments.
• Accept and distribute participant paperwork (claims, COBRA).
• Accept COBRA payments dropped off in office.
• Process all returned mail.
• Back-up for processing Qualified Event emails and initial notices in COBRA.
• Scan and save documentation for various departments.
• Transfer and organize electronic files into folders.
• Audit new hires and terms processed for the week.
• Assist with paper enrollments during open enrollment.
• Check common areas for restocking and trash disposal.
• Assist other teammates and teams as needed.
• Keep reception area clutter-free.

Skills

Excel / spreadsheets

Communication skills

Attention to detail

Professional image

Rapport building

Time management

Customer service

Confidential information handling

Multitasking

Problem solving

Education

High school diploma

Tools

Spreadsheet software

Bookkeeping software

Job description

Job Title:Admin Operations Coordinator

Reports To: Compliance Manager

Work Environment: Business Office

Travel: None Required

Job Summary:

The primary responsibility of the Admin Operations Coordinator for Consolidated Admin Services is to represent Consolidated Admin Services in communications and interactions with clients and participants, in-person, over the phone, and in writing. The Admin Operations Coordinator supports Consolidated Admin Services with various account customer service activities, administrative functions, and special projects. The Admin Operations Coordinator is an integral part of Consolidated Admin Services providing superior service to our clients and participants.

Duties/Responsibilities:

To perform this job successfully, the individual must be able to perform each essential function of the job satisfactorily. This includes but is not limited to the following:

• Take mail to the Cabot CAS bank building at 4pm daily.
• Operates mail machines including the postage meter and photocopying machine
• Processes and weighs outgoing mail.
• Greet visitors and assist with their needs
• Prepare and Print COBRA letters for the day
• Assist in preparing COBRA letters for postage and mailing
• Sorts mail and delivered packages and disburse to appropriate departments
• Accepts and distributes participant paperwork (i.e., claims, COBRA)
• Accepts and distributes COBRA payments dropped off in office
• Processing all returned mail
• Serves as a back-up for processing Qualified Event emails
• Serves as a back-up for processing initial notices and qualified beneficiaries in COBRA
• Scans and saves documentation for various departments
• Transfers and organizes electronic files into applicable folders
• Audits new hires and terms processed for the week
• Assists with paper enrollments during open enrollment
• Checks common areas for restocking and trash disposal as needed
• Assists other teammates and teams as needed
• Make sure the reception area and front area remains clutter free.
• Other duties as assigned, including special projects

Minimum Requirements:

• High School Diploma or equivalent or any relevant experience.
• Proficient experience with spreadsheets and/or bookkeeping software, data entry, word processing, e-mail management, and file management
• Excellent communication skills
• Excellent attention to detail skills
• Presents a professional image
• Ability to build rapport and collaborate with others

Knowledge, Skills and Abilities:

To perform this job successfully, the individual must demonstrate the knowledge, skills and abilities required to perform the job. This includes but is not limited to the following:

• Proficient experience with spreadsheets and/or bookkeeping software, data entry, word processing, e-mail management, and file management
• Excellent interpersonal skills, ability to relate to a wide range of people, collaborates well with others
• Excellent communication skills to include:
  • actively pays attention to, and participates in, communication with others
  • adapts communication style to audience
  • friendly
  • confident
  • gives and receives feedback
  • volume and clarity
  • empathetic
  • respectful
  • responsive
• Displays initiative, a desire to learn and develop, a willingness to help others
• Generates ideas, solves problems as they arise
• Excellent attention to detail skills to include:
  • organizational skills
  • time management skills
  • analytical skills
  • observational skills
• High level of efficiency, accuracy, and responsibility
• Handles and protects confidential and sensitive information with utmost importance
• Excellent understanding of customer care and services
• Prioritizes and manages different tasks at once
• Works effectively to meet deadlines
• Thrives in pressured or stressful situations
• Committed and flexible attitude, adaptable
• Mathematical and deductive reasoning
• Critical thinking
• Sense of rigor, able to deal with something in a comprehensive, thorough, and complete way
• Presents a professional image
• Must be flexible with work schedule to support cyclical work demand