Junior Operations Specialist

4 weeks ago

Nashville, United States OneDigital Full time

*This is a part-time role that will transition into a full-time opportunity.



The Junior Operations Specialist will primarily be responsible for managing general office duties and providing marketing and team support as needed.


Essential Duties and Responsibilities (include but are not limited to):


Office Management

• Warmly answer telephone calls and appropriately direct caller

• Welcome and assist visitors, clients, prospects, and vendors.

• Coordinate the daily operations and organization of the office.

  • Coordinates the ordering and restocking of office supplies, beverages, snacks, business cards, folders, envelopes, etc.
  • Initiate and implement cost effective strategies for office operations as directed by management team.
  • Manages annual supplies budget as directed by management team.


• Manage office vendors and request services as needed; ex: copy machines, TV’s, etc.

• Ensure shared spaces remain presentable (supply closets, conference rooms, hoteling offices, break rooms, etc.)

  • Ensure kitchen is prepped and ready for each day by monitoring dishwasher and coffee machine.


• Serve as main point of contact with building management company – resolving issues related to building maintenance, parking, power outages, security, trash removal, etc.

• Oversee all arrangements for client, prospect, and vendor meetings (room arrangements, catering needs, setup, teardown, etc.)

  • Assist in setting up meetings and troubleshooting IT issues with Zoom, phones, and internet issues in conference rooms.


• Schedule and coordinate team meetings working with the management team on the agenda.

  • Create and update meeting PowerPoints as needed.


• Monitor and manage relationships with local hotels (The Virgin Hotel Nashville)

• Manage mail by delivering outgoing mail to specific drop offs (correct vendor) and picking up mail and packages and delivering to team members as needed.

  • Serve as the receiving clerk and outbound leader for USPS, UPS, and FedEx.
  • Scan and send documents to corporate office as needed.


• Assist with printing and binding needs as needed.

• Submit IT service tickets and assists with issues that affect individual team members and/or the entire office such as server issues.

• Other administrative support as determined by management team.

• Other projects as assigned by management team.


Marketing Support

• Manage the logistics for client and prospect gifting campaigns (birthdays, holidays, bereavement, etc.) and events, including coordinating with Marketing for the onsite availability of certain marketing materials and collateral for clients and prospects.

• Coordinate with Marketing for client and prospect events, off and on-site visits, to include:

  • Preparation of meeting agendas, marketing and presentation materials, and refreshments
  • Assist Producer with coordinating schedules for OneDigital team, and prospective client(s)
  • Attendee registration and display assembly


Culture & Events Coordination

• Act as a culture champion, ensuring business practices, strategies, office procedures and daily operations align with cultural expectations.

• Comanages internal staff events and recognition including planning and communications.

• Implement national OneDigital employee initiatives/events (IE. Digital DASH).


Client Services Support

• Eligibility transactions for clients, including downloading reports from their benefit management systems to update carrier portals with new hire elections and terminations.

• Onsite support at a client location(s) to assist with enrollment and employee questions.

• Assistance with carrier enrollment census templates for submissions after open enrollment. This could include transposing paper enrollment elections into the carrier enrollment census template or manipulating data from a benefit report into the necessary format for submission to the carrier.

• Update client records, policy/products information and data in CRM as needed.


Qualifications, Skills and Requirements:

• Prioritizes conflicting needs; manages matters proactively and follows through on projects to successful completion.

• Excellent verbal and written communication skills

• Good interpersonal and customer service skills

• Exceptional organization skills

• Ability to perform well within a team as well as independently.

• Must be self-motivated, flexible, and disciplined.

• Must be able to produce accurate work despite frequent interruptions.

• Able to maintain confidentiality.

• Advanced proficiency in Microsoft Office Suite

• Must have a solid background in process-based operations as well as a thorough understanding of information technology.

• Knowledge of CRM and ERP tools and software solutions is highly desirable.


Education, Training and Experience:

• Two or more years of experience in employee health & welfare benefits preferred.

• Exceptional MS Office experience required, to include Excel, Word and PowerPoint.

• Knowledge of medical benefit terminology and how to read Explanation of Benefit Statements, preferred

• Proven track record in customer service, preferred

• Bachelor’s Degree, preferred

• Familiarity with database applications, a plus


Other:

Health + Life License not required but a plus

Physical Requirements/Miscellaneous

1. This position involves light lifting and transporting of boxes that may weigh up to 25 pounds each and be awkward to carry.

2. This position may require getting to and from client locations. For that, it is typically expected that one will maintain a valid driver’s license and own a reliable vehicle.

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