Document Distribution Coordinator

SIHO Insurance Services • Columbus, IN

21d • Onsite

About The Position

This full-time, non-exempt position supports SIHO’s document management processes from the Columbus Office and is not eligible for remote work. The coordinator organizes, categorizes, and manages document distribution and scanning activities while following established policies and procedures. The role also contributes to improving company-wide processes and operational efficiency.

The position handles mail and parcel distribution, claims scanning, printing projects, documentation and compliance records, and scanning equipment performance. It collaborates with team members and other departments, cross-trains to maintain continuity of service, and provides backup coverage for the Front Desk Receptionist during breaks and PTO. Special projects and other duties may be assigned by management.

Requirements

• Associate degree or relevant experience in a Document Distribution Center or similar scanning-control environment.
• Strong written and verbal communication skills across organizational levels.
• Ability to manage multiple tasks accurately and strong organizational skills.
• High-level computer skills with Microsoft Excel and Word.
• Ability to work independently in a fast-paced, dynamic environment, meet tight deadlines, and adapt to changing priorities.
• Ability to lift up to 40 pounds without assistance.
• Maintain a professional appearance and demeanor.
• Uphold confidentiality in accordance with HIPAA guidelines.

Nice To Haves

• Familiarity with insurance claim forms, including HCFA, UB, and dental forms.
• Experience with scanning systems.

Responsibilities

• Pick up, sort, process, track, and record mail and parcels; operate mailing equipment and coordinate shipping and receiving services.
• Organize, categorize, and scan paper claims using internal systems.
• Establish and maintain policies for scanning, cataloging, and retrieving documents, ensuring claims and correspondence are processed efficiently.
• Manage internal and external printing projects, including binding and distribution.
• Cross-train in distribution and scanning operations to ensure continuity of service.
• Coordinate with team members to support smooth operations, including coverage during breaks, lunches, and PTO.
• Provide backup Front Desk Receptionist coverage during breaks and PTO.
• Optimize scanning equipment use and work with IT and other departments to troubleshoot and improve equipment performance.
• Maintain accurate records of incoming and outgoing mail and scanned documents to support compliance with HIPAA guidelines and other regulatory requirements, including SOC 1 Type II.
• Complete special projects and other duties as assigned by management.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree