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Client Scheduling Manager

2 months ago

Lacey, Washington, United States ACRISURE Full time

About Acrisure

Acrisure stands as a global leader in the Fintech sector, merging human expertise with advanced technology to deliver a diverse range of financial products and services to countless businesses and individual clients. Our mission is to connect clients with solutions that safeguard and enhance their essential assets, encompassing Insurance, Reinsurance, Cyber Services, Mortgage Origination, and more.

With a workforce exceeding 17,000 entrepreneurial professionals across 21 countries, Acrisure has witnessed remarkable growth, escalating from $38 million to $4.3 billion in revenue over a decade. Our organizational culture is characterized by an entrepreneurial spirit, fostering innovation, client focus, and an unwavering determination to succeed.

Position Overview:

The Scheduling Coordinator (SC) plays a crucial role in orchestrating the scheduling of personnel for enrollment sessions related to Building Blocks for Business (BBforB) new client accounts, onboarding of new hires, open enrollments, and qualified event enrollments throughout the year. This role involves managing scheduling calendars and encompasses duties such as booking enrollment sessions, overseeing task management, and ensuring effective follow-up on tasks. The SC will create event entries in calendars and engage in verbal and written communication with employees regarding bookings. All interactions and activities will be meticulously documented in the Agency Management System. The Scheduling Coordinator is expected to deliver exceptional customer service to employees of our clients, carriers, vendors, customers, brokers, and colleagues, while proactively anticipating the needs of BBforB customers to enhance service delivery in a cost-effective manner.

Key Deliverables within 6 Weeks:

  • Complete and pass all mandatory training and assessments provided by carriers and vendors.
  • Maintain an up-to-date Workzone in the Agency Management System, ensuring all tasks and events are current.
  • Exhibit a strong work ethic and maintain written correspondence that aligns with BBforB standards.
  • Effectively manage multiple detailed responsibilities simultaneously, demonstrating flexibility to adapt to changing priorities while anticipating needs.
  • Accurately input and maintain all work, documentation, and correspondence in the Agency Management System and scheduling calendars.

Skills and Activities to Achieve Outcomes:

  • Arrive at your workstation prepared to commence work at the designated start time.
  • Coordinate enrollment schedules for New Accounts and Open Enrollments, serving as a backup for new hires and mid-year employee enrollments.
  • Create calendar events for Benefit Advisors' enrollment schedules.
  • Manage, update, and complete tasks within the Agency Management System.
  • Document all communications in the Agency Management System with thorough notes for clarity.
  • Properly save and name attachments and emails in the Agency Management System.
  • Assist with general service inquiries.
  • Engage in proactive communication with clients, employees, vendors, brokers, and colleagues.
  • Ensure compliance with enrollment conditions for BBforB clients by scheduling all employees for enrollment.
  • Effectively manage a high volume of enrollments.
  • Adhere to enrollment deadlines.

Responsibilities of the Scheduling Coordinator (SC):

  • Gain a comprehensive understanding of the products and software platforms offered by BBforB.
  • Consistently manage your workzone throughout the day, addressing and completing tasks to fulfill all scheduling requirements.
  • Regularly review scheduling calendars and utilize booking software and/or Outlook calendar to book enrollments.
  • Communicate and schedule through various methods, including inbound and outbound calls, emails, and text messages.
  • Retain knowledge of carriers and vendors associated with BBforB, including products, websites, and limitations, to effectively assist clients.
  • Participate in mandatory training related to BBforB software providers and partnerships.
  • Perform additional duties as assigned.

Weekly Performance Metrics:

  • Achieve a minimum number of scheduled appointments each week as defined at the start of each calendar quarter.
  • Maintain Workzone with less than 10% overdue tasks.
  • Effectively utilize all booking sites and AMS for scheduling enrollments.
  • Ensure client compliance during enrollment scheduling.

Competencies Required for the Role:

  • Appreciates standardized controls and policies.
  • Thrives in a stable, predictable work environment.
  • Willingness to assist and complete tasks as needed.
  • Strong fact-finding abilities.
  • Quick learner.
  • Exhibits patience when interacting with diverse individuals.
  • Demonstrates critical thinking and problem-solving skills.
  • Seeks constructive feedback from managers and colleagues.
  • Takes initiative in tasks.
  • Communicates effectively, both verbally and in writing.
  • Provides excellent customer service.
  • Follows through on commitments.
  • Displays attention to detail.
  • Maintains an impeccable work ethic.

Qualifications:

  • Minimum of 1 year of scheduling experience.
  • Life and Health Insurance License is a plus.

Compensation: Hourly rate of $13 - $15.