Distribution and Office Admin

Distribution And Office Admin

Are you looking to accelerate your career without having to hide your authentic self - a place where you can be you? A career that's making a bigger impact on the world? At OneDigital, we are on a mission to help people do their best work and live their best lives. From the services we offer to the way we show up for each other each day, we are fueling dreams, achieving big goals, and embracing each other's truest selves.

We understand that pursuing a new job is a big deal. Maybe you're afraid you won't fit in. Well, here's the good news. For us, the days of "fit in to get in" are over and being different is not a barrier to getting ahead. Greatness comes in all shapes, sizes, colors, and experience levels. If you are looking for a people-first culture that is wired for growth, driven to serve, and totally committed to having your back, give us a shot. Your best life awaits.

The Distribution and Office Admin plays a vital role in keeping daily operations running smoothly at MP's Beverly, MA office. This position is the backbone of in-office administrative support; managing critical daily workflows, maintaining accurate records, and stepping in as a primary backup resource for payroll distribution activities when the Operations Facilities Coordinator is unavailable due to PTO, absences, or other business continuity needs.

This is a hands-on, in-office role best suited for someone who thrives in a fast-paced environment, takes ownership of their work, and brings strong attention to detail. The ideal candidate is organized, tech-savvy, and capable of managing multiple responsibilities simultaneously; from routine daily reporting to coordinating cross-functional administrative tasks.

This is a 100% in-office position located in Beverly, Massachusetts.

What You Will Do

Daily Administrative Operations

• Perform daily file imports to MP's bank, ensuring accuracy and timely submission.
• Record and enter new cases into Salesforce, maintaining clean and up-to-date records.
• Compile and submit end-of-day reporting that captures daily task completion and operational activity.
• Provide general administrative support to the Operations team and other internal departments as needed.
• Submit weekly new client registration to the bank for processing.
• Obtain vendor receipts and submit to online accounts payable system.
• Reconcile daily processes against payroll schedule and submit report.
• Assist with special projects, process improvement initiatives, and departmental administrative tasks as assigned.
• Coordinate collection of ACH authorization forms, banking information, and tax filing authorizations.

Product Cancellation Coordination

• Take ownership of the Product Cancellation process as it relates to insurance policy cancellations.
• Track cancellation requests, coordinate required actions, and ensure timely resolution.
• Maintain accurate records and communicate status updates to relevant internal stakeholders.

Campaign & Project Tracking

• Track and coordinate tasks associated with various campaign initiatives, ensuring deadlines are met and progress is documented.
• Serve as an organized point of contact for operational follow-up across active campaigns.
• Support special projects and process improvement initiatives as assigned.

Distribution Backup & Business Continuity

• Complete cross-training on MP's payroll distribution processes, systems, and procedures.
• Step in as backup for distribution operations including printing, packaging, shipping, and distribution of payroll materials when the Operations Facilities Coordinator is on PTO or otherwise unavailable.
• Support business continuity efforts to ensure uninterrupted client service during staffing absences or peak periods.

WHAT SUCCESS LOOKS LIKE

• Daily bank file imports, Salesforce entries, and end-of-day reports are completed accurately and on time every day.
• Insurance policy cancellations are tracked, managed, and resolved without things falling through the cracks.
• Campaign tasks are organized, coordinated, and moving forward.
• Distribution operations run without interruption when coverage is needed.
• Internal teams know they can count on you.

WHO YOU ARE

• High school diploma required; associate's or bachelor's degree preferred.
• 2+ years of experience in administrative operations, office coordination, or a related role preferred.
• Proficiency in Microsoft Office Suite required strong Excel skills are a must.
• Experience with Salesforce or similar CRM/business systems is a plus.
• Exceptional organizational and time-management skills with the ability to juggle multiple priorities.
• Strong attention to detail accuracy in data entry and daily reporting is critical.
• Self-starter who takes initiative and follows through without needing to be reminded.
• Strong verbal and written communication skills.
• Comfortable in a fast-paced, in-office environment with shifting daily priorities.
• Ability to handle sensitive information with discretion and professionalism.
• Willingness to cross-train on distribution processes and pitch in wherever the business needs it.

OneDigital is an equal opportunity employer. Not only as a matter of standard, but to honor and celebrate our differences. We believe that the power of ONE starts with you. We are committed to cultivating and preserving a culture that celebrates diversity, insists on equity and inclusion, and connects us. Ensuring our people feel seen, valued, respected, and supported is fundamental to our core values and business goals.

OneDigital provides equal employment opportunities to all employees and applicants for employment regardless of their: veteran status, uniformed servicemember status, race, color, religion, sex, sexual orientation, gender identity, age (40 and over), pregnancy (including childbirth, lactation and related medical conditions), national origin or ancestry, citizenship or immigration status, physical or mental disability, genetic information (including testing and characteristics) or any other category protected by federal, state or local law (collectively, "protected characteristics"). A copy of the Federal EEO poster is linked here.

Pursuant to local Fair Chance Ordinances, we will consider qualified applications with arrest or conviction records for employment. For applicable candidates, the following ordinances are linked here to inform you of your rights as an applicant:

City and County of San Francisco

City of Los Angeles

County of Los Angeles

Employment decisions shall comply with all other applicable federal, state and city/county laws prohibiting discrimination in employment. OneDigital complies with all criminal history inquiry [or 'ban the box'] laws in California, Connecticut, Colorado, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New Mexico, Oregon, Rhode Island, Vermont and Washington.

In short, we believe in hiring the most qualified applicant for the position, regardless of background.

This posting will remain live while OneDigital is actively accepting applications. Once candidates have been selected, the posting will be removed.

OneDigital understands the immense responsibility and opportunities provided by Artificial Intelligence. We utilize advanced Artificial Intelligence [AI] technologies to enhance our recruitment process. This includes using AI to filter candidates based on their qualifications and to rediscover potential candidates from our existing applicant pool. Our AI systems help us efficiently identify the best fit for our open positions, ensuring a streamlined and effective hiring experience. However, AI does not replace the humans in our process. If you have concerns about our use of AI, you may opt out where laws allow.

If you have questions about our hiring policies and practices, we would be happy to discuss upon receiving your application. We hope to welcome you to OneDigital and look forward to hearing from you.

Thank you for your interest in joining the OneDigital team!