Onboarding and Implementation Coordinator - Employee Benefits

• Employee Type Exempt - FT

The Employee Benefits Onboarding Coordinator is responsible for delivering an exceptional onboarding experience for new Brightline Dealer Advisors Employee Benefits clients—from the moment a client says “yes” through 90 days following their benefits effective date.

This role serves as the central project manager for the onboarding process, coordinating across the client, BDA Client Success Manager, HRIS Specialist, enrollment and concierge partners, carriers, vendors, and other internal and external resources.

The goal is simple: create the smoothest transition possible for both the dealership's HR team and its employees.

The Onboarding Coordinator does not personally perform every function involved in an implementation. Rather, this individual owns the overall process—ensuring responsibilities are clear, deadlines

Requirements

Client Onboarding & Project Management

• Own the onboarding process from signed business/Broker of Record through 90 days post-effective date.
• Develop and maintain a comprehensive onboarding timeline for each new client.
• Establish key milestones, deadlines, dependencies, and ownership across all parties.
• Coordinate internal and client-facing kickoff meetings.
• Maintain implementation checklists, project plans, and status reporting.
• Proactively identify potential risks, delays, or missing information and drive resolution.
• Manage multiple client implementations simultaneously while maintaining a high level of accuracy and service.
• Provide regular progress updates to clients and internal stakeholders.

Information & Documentation Coordination

• Lead the collection of all information required to successfully onboard the client.
• Coordinate census, plan, carrier, eligibility, payroll, enrollment, and HRIS information.
• Ensure required forms, documents, and vendor implementation materials are completed accurately and on time.
• Distribute information to the appropriate internal teams and external partners.
• Follow up proactively on outstanding items rather than waiting for information to arrive.

Cross-Functional & Vendor Coordination

Serve as the central point of coordination between the client and the resources supporting implementation, including:

• BDA Client Success Manager
• BDA HRIS Specialist
• The Cason Group
• Carriers and TPAs
• Payroll and HR administration partners
• Enrollment partners
• Other program-specific vendors and resources

Client & Employee Communication

• Develop and execute a proactive communication plan for each onboarding.
• Establish expectations with the client's HR team regarding timelines, responsibilities, and upcoming milestones.
• Coordinate welcome and kickoff communications.
• Coordinate Open Enrollment communications, employee education, enrollment instructions, and reminders.
• Ensure employees understand how to enroll, where to find resources, and where to go for support.
• Coordinate post-enrollment and effective-date communications.
• Maintain consistent communication with the client throughout the onboarding process.

Open Enrollment Coordination

• Establishing the Open Enrollment timeline and strategy.
• Coordinating employee communications and education.
• Ensuring enrollment systems are built, tested, and ready.
• Confirming plan and benefit information is accurate.
• Coordinating enrollment support and resources.
• Monitoring enrollment participation and completion.
• Following up on outstanding enrollments.
• Escalating and resolving issues quickly.
• Keeping dealership HR informed throughout the process.
• Confirming enrollment information is successfully transmitted to the appropriate carriers and vendors.
• Coordinating post-enrollment reconciliation.

Conduct a final readiness review before each client's effective date to ensure:

• Enrollment is complete.
• Eligibility has been processed accurately.
• Carrier and vendor systems are ready.
• Payroll deductions are prepared.
• Member information and ID cards are available or in process.
• HR understands available resources and points of contact.
• Employees know where to go for assistance.
• Enrollment/concierge partners are prepared for employee inquiries.
• Outstanding issues have identified owners and resolution plans.

30/60/90-Day Stabilization

Continue owning the onboarding experience following the effective date to ensure the account is fully stabilized before transitioning to steady-state Client Success.

Responsibilities include:

• Maintaining a post-effective-date issue tracker.
• Coordinating resolution of eligibility, enrollment, billing, and vendor issues.
• Monitoring employee and HR questions for trends or recurring problems.
• Confirming initial billing accuracy and coordinating reconciliation as needed.
• Following up on outstanding implementation items.
• Conducting client check-ins throughout the stabilization period.
• Leading a formal 90-day onboarding closeout with the Client Success Manager.
• Documenting lessons learned and any remaining action items.

Partnership with Client Success Manager

The Onboarding Coordinator and Client Success Manager work closely together throughout the onboarding process but have distinct ownership.

• The Onboarding Coordinator owns the process: implementation, timelines, tasks, information gathering, vendor coordination, Open Enrollment, issue tracking, effective-date readiness, and stabilization.
• The CSM owns the relationship: client strategy, relationship development, ongoing communication, executive engagement, and long-term account management.

The CSM is integrated into the account from the beginning so the client never experiences an abrupt handoff at the end of onboarding. At approximately 90 days post-effective date, the Onboarding Coordinator formally closes the implementation and the CSM assumes primary ongoing ownership.