Workplace Coordinator Jobs

About The Position

Requirements

• At least 5 years of experience in employee benefits, insurance operations, client implementation, enrollment coordination, or project coordination.
• Strong organizational skills and ability to manage multiple cases and competing deadlines.
• Clear, professional communication with employers, brokers, employees, and internal teams.
• Strong attention to detail when reviewing census data, enrollment records, and case documentation.
• Comfort using CRM systems, spreadsheets, enrollment platforms, and virtual meeting tools.
• Ability to anticipate problems, follow through independently, and escalate issues promptly.
• Life and health insurance license required.

Nice To Haves

• Experience with ICHRA, ACA coverage, voluntary benefits, Employee Navigator, or third-party administrators.

Responsibilities

• Conduct the internal case handoff after a verbal sale, confirming employer goals, selected benefits, proposed effective date, and sales commitments.
• Identify outstanding decisions, agreements, missing information, and potential obstacles; establish case checklists, timelines, and responsibilities.
• Maintain accurate case information and progress updates in designated systems.
• Schedule and coordinate employer kickoff meetings; explain the implementation process, required information, deadlines, and employer responsibilities.
• Collect and validate employee census information and coordinate confirmation of eligibility, employer contributions, payroll schedules, and benefit selections.
• Coordinate required agreements and documentation with internal teams and partners.
• Develop enrollment plans suited to the employer’s workforce, locations, shifts, and communication needs.
• Coordinate enrollment platform setup and review case details for accuracy.
• Work with technology partners, carriers, and administrators to resolve setup issues; coordinate payroll deductions and employer funding requirements.
• Confirm case readiness before enrollment begins and escalate unresolved launch issues.
• Coordinate employee announcements, educational materials, benefit meetings, and enrollment instructions.
• Schedule licensed enrollment professionals and confirm staffing, access, and meeting logistics.
• Track enrollment progress, employee follow-up needs, and deadlines; direct employees to appropriate benefit, technical, or enrollment assistance.
• Keep the employer, broker, and sales team informed during enrollment.
• Track application submissions and coverage status; coordinate resolution of incomplete applications, missing documentation, discrepancies, and other outstanding items.
• Arrange delivery and review of enrollment summaries and payroll deduction information.
• Coordinate confirmation of employer funding, initial premium payment requirements, and effective dates.
• Document unresolved issues with a clear owner and completion deadline.
• Schedule and lead a post-enrollment review with the employer and relevant internal stakeholders.
• Review participation, implementation results, payroll and billing questions, and outstanding issues; confirm the employer understands ongoing responsibilities and support channels.
• Provide the ongoing service team with complete case documentation, contacts, commitments, and open items.
• Capture feedback and recommend improvements for future implementations.
• Comply with all applicable laws and regulations.
• Perform other duties as assigned.

Benefits

• Medical benefits
• Dental benefits
• Vision benefits
• Life benefits
• Participation in the company 401(k) plan