Client Operations Coordinator

Client Operations Coordinator

Come join our team! This position is part time - approximately 25 hours per week.

There are many reasons why EPIC Insurance Brokers & Consultants has become one of the fastest-growing firms in the insurance industry. Fueled and driven by capable, committed people who share common beliefs and values and "bring it" every day, EPIC is always looking for people who have "the right stuff" people who know what they want and aren't afraid to make it happen.

Headquartered in New York City and founded in 2007, our company has over 3,000 employees nationwide. With locations spread out across the U.S., our local market knowledge and industry expertise helps support our clients' regional and global needs. We have grown very quickly since our founding, and we continue to see growth and success thanks to our hard-working and growth-minded employees.

Our core values are: Owner Mindset, Inspire Trust, Think Big, and Drive Results. If these values and growth align with what you're looking for in your next career, then consider joining our amazing team!

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.

Essential Duties and Responsibilities

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.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands to handle objects, reach with hands and arms, and communicate effectively. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Why EPIC?

EPIC offers a comprehensive and competitive total rewards package, including:

• Generous paid time off and company holidays
• Paid parental leave and family?supportive benefits
• 401(k) with company match
• Medical, dental, vision, wellness, and EAP programs
• Professional development, tuition reimbursement, and mentorship
• Employee recognition programs and referral bonuses
• Employee Resource Groups and inclusive culture

EPIC fosters a 50/50 culture that values both production and service excellenceand we actively invest in our people's growth.

Work Environment and Environmental Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. There is little to no exposure to physical risk.

EPIC embraces diversity in all its various forms, whether it be diversity of thought, background, race, religion, gender, skills, or experience. We are committed to fostering a work community where every colleague feels welcomed, valued, respected, and heard. It is our belief that diversity drives innovation and that creating an environment where every employee feels included and empowered helps us deliver the best outcomes for our clients.