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Agency Temp Orientation Coordinator

Job Title

Agency Temp Orientation Coordinator

Job ID

27675118

Location

Brea CA US 92821

There’s a reason Insperity was ranked in the top 3% on WorkplaceDynamics’ National Top Workplaces list and named one of the top 100 companies to work for in the U.S.

Want to work for us and find out why?

As a trusted advisor to America’s best businesses for more than 35 years, Insperity provides an array of human resource and business solutions designed to help improve business performance. In addition, we provide the client company and their worksite employees with a wide array of value-added benefits and services.

Agency Temp – Orientation Coordinator

We are currently seeking a Orientation Coordinator  ​​​​​to join our team. 

Summary
Responsible for creating a “WOW” experience when interacting with external and internal customers by consistently exceeding expectations. Under moderate supervision, responsible for providing administrative support to the orientation team in the preparation and distribution of Insperity orientation products. Interfaces with clients to confirm orientation schedule and other pertinent details to ensure a positive first impression of services that impact our clients’ businesses and result in retention and growth. Provides daily support to Orientation Specialists, Manager, Client Orientation, Manager, Client Transition,   and Director as needed. Demonstrate considerable initiative and willingness and ability to provide backup support to Orientation Coordinators cross-regionally as needed. Performs moderate decision-making governed by procedure, guided by policy and focused on daily operations.

Essential Functions

Under  supervision and decision-making:

General Orientation Team Support

  • Communicates with clients/team members in an effective, professional, timely manner to enable a positive customer service experience in a team environment.
  • Coordinates ordering of new hire booklets that reflect the appropriate benefit plan and other regional requirements while meeting time deadlines.
  • Coordinates the preparation of key orientation deliverables to include the following: On-Site Supervisor packet, new hire paperwork, benefits information, etc., to meet shipping and delivery deadlines.
  • Communicates directly with clients via phone, fax and/or email, to confirm orientation meeting and provide details of necessary documentation and employee participation to ensure a successful transition.
  • Coordinates with Sales Administration to ensure the timely receipt of approved client documents required for preparation of orientation packets and client pre-meeting.
  • Provides backup support to the Orientation Specialist in processing of client file.
  • Exercises high attention to detail and methodology for confirming accuracy in all tasks.
  • Generates reports as requested.                              

Administrative Support

  • Accurately packages multi-location orientation packets for distribution via various carriers to meet client orientation meeting delivery deadlines.
  • Prepares Word documents for On-Site Supervisor packet and payroll client file, personalized for each client.
  • Files, makes copies, types, and enters data into computer/database or standard forms.
  • Coordinates communication of the department by stamping and distributing incoming mail and faxes; prepares and sends outgoing mail utilizing appropriate delivery means.
  • Maintains mailing, office and equipment supplies in an orderly fashion; generates requisitions to replenish as requested.
  • Participates in front desk receptionist relief.
  • Supports process and audit efforts to ensure integrity and accountability for Sarbanes-Oxley and HIPAA compliance.

Benefits

  • Supports ERISA and HIPAA compliance issues internally and externally.
  • Analyzes benefit information supplied by clients and worksite employees.
  • Responds to benefit related issues and needs accurately and in a timely manner.
  • Interprets benefits and related policies and guidelines accurately for service operations and clients.
  • Reviews reports and documents that impact benefit coverage; share relevant updates with team members and clients.
  • Maintains knowledge in federal, state and local benefit administration laws, regulations and best practices.
  • Supports transition of MidMarket clients as needed.
  • Identifies benefit service solutions through partnering with team members in service operations.
  • Participates in prospective client meetings to provide overview of benefit plan options.
  • Delivers medical re-orientations for existing clients and support the transition of new clients.
  • Supports the Contact Center in resolving escalated benefit issues.
  • Supports Data Entry Representatives in training on new benefits related data entry guidelines and contact clients regarding incomplete benefit enrollment/change documents.
  • Ensures the database reflects changes to meet business requirements of Insperity.
  • Conducts on-the-job training for new Benefits Representatives as required.
  • Provides backup support to team members as required.
  • Supports process and audit efforts to ensure integrity and accountability for Sarbanes-Oxley and HIPAA compliance.
Communication

  • Provides customer-focused interaction with clients via phone, email and in person.
  • Communicates accurate information to internal teammates and external clients; ensure understanding by recipient.
  • Exercises continual, timely communication to teammates, Manager, Orientation, Payroll and Service Team Members on the status of relationship with client.
  • Facilitates benefit presentations to worksite employees either in person or by phone conference as required.
  • Acts as backup support for Orientation Representatives during fall campaign for client and/or employee meetings as needed.
  • Alerts appropriate internal departments with information pertinent to the maintenance of the client relationship.
  • Acts as liaison between corporate Benefits Administration, Contact Center Benefit Representatives, Service Team members, health product vendors and Sales Representatives.
  • Researches and formulates responses to complex benefit issues that impact the client relationship.

Education/Experience Requirements

  • High school diploma or equivalent is required.  Bachelor’s Degree in related field is preferred.
  • Four to six years of experience in related field is preferred.

Knowledge/Skills

  • Proficient use of Microsoft Office programs; demonstrated ability to learn other applications as needed.  Proficient use of Insperity systems preferred.
  • Demonstrates customer service experience and skills.
  • Effective written and verbal communication skills.
  • Demonstrates ability to handle multiple projects or tasks simultaneously.
  • Effective and efficient problem solving.
  • Utilizes principles, practices, and procedures of modern office technologies and filing systems.
  • Communicates tactfully and effectively, verbally and in writing, and maintains effective work relations with those encountered in the course of employment, familiar with modern office methods, practices, procedures and equipment, as well as filing systems and business letter writing and competent in correct English usage, grammar, spelling, punctuation, and arithmetic.

At Insperity, we celebrate the diversity of our employees and our leadership. Insperity is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.