Implementation Specialist

Regis Remote Office

9d•Onsite

About The Position

The Implementation Coordinator is responsible for coordinating new case and renewal implementations for employee benefits clients from final client decision through carrier approval and post-installation handoff. This role manages timelines, carrier submissions, client communications, internal coordination, document collection, and implementation tracking to ensure an accurate and timely onboarding experience.

Requirements

2+ years of experience in employee benefits, insurance brokerage, implementation, account management support, or related administrative work.
Working knowledge of group medical, dental, vision, life, voluntary benefits, and COBRA processes.
Strong organizational skills with the ability to manage multiple cases and deadlines at once.
High attention to detail and accuracy in forms, data entry, and carrier submissions.
Strong written and verbal communication skills.
Proficiency in Microsoft Outlook, Excel, Word, and PDF/document tools.

Nice To Haves

Experience with benefits administration platforms and carrier portals preferred.
Experience with Employee Navigator preferred.
Bilingual English/Spanish preferred

Responsibilities

Follow up internally to confirm final client decisions, plan selections, effective dates, waiting periods, contribution strategy, and implementation requirements.
Build and manage the implementation timeline and checklist for each new case or renewal.
Coordinate kickoff and open enrollment meetings with internal team members, brokers, and client contacts.
Create and maintain organized electronic carrier and client folders.
Request and track all required implementation documents, including master applications, renewal forms, SBCs, enrollment materials, benefit summaries, payroll wording, and related carrier forms.
Prepare benefits offering and contribution documents.
Prepare implementation email templates and broker compensation disclosures.
Notify carriers of new cases, renewals, cancellations, class/division changes, waiting period changes, and portal access requests.
Complete renewal paperwork and master applications, when applicable.
Coordinate COBRA setup/renewal with the appropriate vendor or administrator, when applicable.
Complete benefit acknowledgment materials and other client-facing implementation documents.
Coordinate benefits administration setup and perform quality checks for plan details, contributions, eligibility rules, payroll deductions, effective dates, group numbers, and enrollment readiness.
Submit cases to insurance carriers and follow up through approval, issuance, and completion.
Track outstanding requirements, escalate delays, and keep all parties informed of implementation status.
Process policy cancellations and related carrier notifications, when applicable.
Prepare and release payroll reports and update contribution records once group numbers are received.
Save and distribute ID card batches and welcome materials for new groups or carrier changes.
Request deductible reports, post-installation reports, and other carrier follow-up items, when applicable.
Coordinate Form 5500/Schedule A requests and related reporting support when applicable.
Prepare a complete handoff package to the service/renewal team once implementation is finalized.
Maintain implementation checklists, workflows, and documentation to support consistency and process improvement.