Administrative Assistant - Onboarding Support

About the position

Our Administrative Assistant Payments and Onboarding role involves assisting with the accurate and timely processing of seasonal contractor payments, managing contractor records, and providing administrative support for contractor payments. This role often includes data entry, preparing payment requests, maintaining payment records, and resolving payment discrepancies. Creating electronic signature templates in specified platforms. This is a fully remote position that will require overtime during peak seasons for open enrollment.

Responsibilities

• Reviewing and entering work related data to calculate payment details for purposes of preparing files for Gallagher Finance
• Maintaining contractor records, including changes in daily wage, per diem, expense reimbursement, and personal information.
• Investigating and resolving payment errors or discrepancies and communicating with contractors regarding payment inquiries.
• Preparing reports for payment related matters, such as 1099 statements from Gallagher Corporate
• Answering employee inquiries, filing documents, and performing other clerical tasks as needed.
• Ensuring workers are properly vetted through Gallagher's third-party vendor.
• Processing paperwork for new contractors, including tax forms (W-9) and other relevant documentation such as consent and disclosure documents.
• Communicating with employees, HR staff, and other departments regarding payment-related matters.
• Review receipts submitted by Contractors to validate requests are within Gallagher's travel policy
• Creating and maintaining all electronic document templates necessary to complete onboarding documents.
• Maintaining records for 4th Quarter Q4 Agreement and Letter of Intent (LOI)
• In conjunction with Onboarding team, managing electronic templates and records for all Q4 agreements to secure enrollment teams for Q4.
• Maintaining the confidentiality of contractor personal and payment information.
• Minimal processing of invoices to Gallagher Finance.

Requirements

• High school diploma
• 2 years related experience
• Working knowledge of Microsoft Windows applications and Microsoft Office.

Benefits

• Medical/dental/vision plans, which start from day one!
• Life and accident insurance
• 401(K) and Roth options
• Tax-advantaged accounts (HSA, FSA)
• Educational expense reimbursement
• Paid parental leave
• Digital mental health services (Talkspace)
• Flexible work hours (availability varies by office and job function)
• Training programs
• Gallagher Thrive program - elevating your health through challenges, workshops and digital fitness programs for your overall wellbeing
• Charitable matching gift program