Health Fund Operations Coordinator

BLDG SVC 32 B-J•New York, NY

About The Position

Under the supervision of the Director, Health Fund Operations, the Operations Coordinator plays a key role in the oversight of the Fund’s vendor network, ensuring that third‑party partners deliver accurate, timely, and compliant services that support a positive member experience and operational excellence. This role coordinates day‑to‑day interactions with vendors involved in enrollment, claims processing, billing, eligibility, and customer service, serving as a liaison to resolve issues, monitor performance, and uphold service‑level expectations. Key responsibilities include tracking vendor deliverables, supporting contract compliance, and escalating emerging risks that may affect operational workflows. By identifying process gaps, facilitating cross‑functional communication, and contributing to continuous improvement efforts, the Operations Coordinator strengthens vendor relationships and helps maintain an efficient, high‑quality operational environment. This position will work closely with the Health Fund Operations leadership team and collaborate with internal departments and external vendors. Additionally, this individual will provide support to Health Fund staff for ongoing matters as needed.

Requirements

Minimum 5 years of relevant experience in vendor management, operations, compliance, benefits administration, or related administrative/analytical roles.
Must have deep understanding of health benefits administration from the provider and/or payor perspective.
Experience in the healthcare industry.
Strong organizational and multitasking skills with attention to detail.
Well organized, self-starter, conscientious, able to multitask and assist on projects.
Excellent communication skills, both oral and written, demonstrated by an ability to coordinate and communicate with internal and external contacts.
Ability to maintain, manage, and update shared folders, SOPs, invoice trackers, and other operational documentation.
Proficiency in Microsoft Office Suite and familiarity with reporting tools.
Strategic and research-oriented.
Ability to work independently and as part of a team.
Strong vendor and relationships management skills.
Adaptable and good conflict resolution skills.
Professional, reliable and accountable on work commitments.
Ability to independently resolve matters versus escalating risks or concerns appropriately.
Demonstrates openness to feedback and continuous learning to succeed across different teams.
Adapts quickly to shifting priorities, changes, and evolving ways of working while maintaining high performance and professionalism.

Responsibilities

Build and maintain strong vendor relationships through clear communication, issue resolution, and consistent follow‑up.
Track vendor deliverables to ensure accuracy, timeliness, and adherence to contractual and operational requirements such as performance guarantees and vendor production reports.
Assist with the review of new agreements or renewals to ensure they comply with internal and external requirements.
Maintain records related to contracts and invoicing, saving documents to the appropriate shared location as well as updating the corresponding invoice tracking tools as needed.
Collaborate with team members to identify areas for process improvement and contribute to the implementation of innovative solutions.
Communicate effectively with internal stakeholders to facilitate smooth operations and resolve any issues promptly.
Participate in training sessions and meetings to stay informed about updates and changes in policies and procedures.
Liaise with vendors and review, track, and maintain the vendor response process.
Maintain/update Standard Operating Procedures (SOPs) for own processes performed and assist in the documentation of SOPs for other processes performed in the ancillary unit.
Sort and maintain files in the internal shared folders.
Assist in maintaining up-to-date master vendor management program tool.
Perform quality assurance testing on all health vendors via phone following designated schedule, document results in tools developed for this purpose and discuss results with the appropriate vendor.
Forward escalated issues/inquiries to vendors as they arise and track response/resolution.
Investigate member issues/questions received from vendors, document results and closes the loop by providing them with a written response
Assist with maintenance and accuracy of benefit education tools by reviewing the benefit entries in the tool against the member plan documents
Identify emerging risks affecting operational workflows and escalate issues to appropriate leadership for timely resolution.
Facilitate effective cross‑functional communication to ensure alignment between internal teams and external partners.
Contribute to continuous improvement initiatives by supporting documentation updates, workflow enhancements, and process standardization.
Provide administrative support and other relevant duties to the Health Fund leadership team as needed.