Client Intake Specialist

AMBA•Austin, TX

2d•Hybrid

About The Position

The Client Intake Coordinator manages the accurate, timely, and compliant intake of paper and electronic submissions across multiple lines of business. This role serves as a centralized intake point for leads, memberships, new business, and return mail, supporting many different internal teams by ensuring data integrity, meeting turnaround standards, and maintaining compliance across systems. Additionally, they will assist in the management of the office building, taking over front desk support and other tasks as needed.

Requirements

High school diploma or equivalent.
2+ years of experience in intake processing, administrative operations, or client documentation workflows.
Strong attention to detail and ability to manage high-volume, time-sensitive intake.
Experience handling confidential and compliance-sensitive information.
Proficiency with Microsoft Outlook and basic reporting tools.
Ability to work onsite and manage paper-based workflows.
Experience in insurance, financial services, or membership-based organizations.
Familiarity with Salesforce, ScanStation, or similar intake systems.
Knowledge of compliance standards related to client documentation

Responsibilities

Monitor and process submissions from shared email inboxes, ensuring timely routing, tracking, and follow-up.
Receive, scan, and process Business Reply Cards during AEP/OEP, including barcoded and manual entries, meeting 48-hour turnaround requirements.
Review, validate, and process paper membership applications, ensuring accuracy, eligibility, and compliance with association requirements.
Manage ScanStation membership reports by removing duplicates, correcting data discrepancies, and reconciling physical and digital records.
Receive and process field new business and annuity issuance packets within required SLAs, identifying duplicates and coordinating distribution and shipping.
Prepare and distribute intake summaries and weekly reports to sales and field leadership, highlighting status and exceptions.
Conduct weekly duplicate and compliance reviews across multiple product lines, validating eligibility and submission timing.
Process paper applications, enter data into Salesforce, and coordinate submission, follow-up, or secure document disposal.
Review and route DocuSign, direct mail, and return mail items, updating records for undeliverable mail, address changes, and deceased notifications.
Assist in managing the front desk, directing packages, and supporting administrative tasks as needed.
Perform other duties as assigned.

Benefits

Comprehensive benefits package including medical, dental, and vision insurance, spending accounts, and other voluntary benefits.
Annual Bonus Program.
Corporate 401k Matching.
Generous time off including vacation days, 10 paid company holidays, and paid parental leave.
Sick time that can be used for both physical and mental wellness days.
Community Involvement perks, including 1 paid day off each year to volunteer with a local charity of your choice and company volunteer events.
Free, confidential counseling and support through our Employee Assistance Program (EAP).
Support & development to cultivate your knowledge and continuing education to support your professional designations.
Business casual dress code.
Hybrid work arrangement.