Client Coordinator

Location: 4675 MacArthur Court, Suite 750, Newport Beach, CA 92660 Come join our team! There are many reasons why EPIC Insurance Brokers & Consultants has become one of the fastest-growing firms in the insurance industry. Fueled and driven by capable, committed people who share common beliefs and values and “bring it” every day, EPIC is always looking for people who have “the right stuff” – people who know what they want and aren’t afraid to make it happen. Headquartered in New York City and founded in 2007, our company has over 3,000 employees nationwide. With locations spread out across the U.S., our local market knowledge and industry expertise helps support our clients' regional and global needs. We have grown very quickly since our founding, and we continue to see growth and success thanks to our hard-working and growth-minded employees. Our core values are: Owner mindset, Inspire trust, Think big, and Drive results. If these values and growth align with what you're looking for in your next career? Then consider joining our amazing team! SUMMARY: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. OVERVIEW: The Client Coordinator works with the Client Executive (AE) and/or Client Manager (AM) to assist with the maintenance of a client’s employee benefits program and the day-to-day service of the account. The Client Coordinator is responsible for assisting with the marketing process, from collecting census data to preparing benefits spreadsheets. The ACM is responsible for preparing/coordinating materials for open enrollments, including guides and cards, as well as assisting with open enrollments and health fairs. The Client Coordinator is also responsible for updating various client and internal systems, assisting the CE and/or CM with collecting and reviewing contracts and other data, and servicing the day-to-day needs of the client and its employees. ESSENTIAL DUTIES AND RESPONSIBLITIES: Service Assist the CE and/or CM in collecting data to prepare the Request for Proposal (RFP) for presentation to carriers (or marketing manager on large clients), track carrier responses, and help assemble the marketing spreadsheets for CE and/or CM review; Draft open enrollment communication materials and wallet cards, and assist with the coordination of and support open enrollment meetings and health fairs; Collect contracts, experience data, 5500 information, and other data as needed to assist in servicing the client; Process BORs, update internal systems, update client HR/employee portals, and prepare invoices, as necessary; Assist with the resolution of client and employee issues regarding bill discrepancies, claims issues, etc; Provide additional administrative support to the service teams for new and existing clients. Personal and Organizational Development Work with CE and/or CM to set priorities and manage workflow for self to ensure goals are met; Maintain up-to-date workflow logs, and update benefits information on agency management systems, manuals or other required documentation and records; Be responsive and Interact with others effectively utilizing good communication skills, cooperating purposefully, and providing information and guidance as needed to achieve the business goals of the Company; Stay informed regarding industry information, new product/program developments, coverages, legislation, technology to continuously improve knowledge and performance; Project a professional image in action and appearance. KEY COMPETENCIES: General knowledge of coverages and services regarding Employee benefits; Intermediate knowledge of navigating the Internet as well as various Microsoft Office programs to include Windows, Outlook, Word, PowerPoint, Publisher and Excel; Strong attention to detail and time management abilities; Strong ability to multi-task and assign priorities; Ability to work effectively and efficiently both with and without direct supervision; Ability to work effectively and efficiently in a team environment as well as independently; Good interpersonal communication skills; Experienced with agency management systems and HR portals, and the capability to learn and use other systems quickly and effectively; EDUCATION and/or EXPERIENCE: High school diploma required; some college preferred; Prefer two or more years’ experience as a Client Manager or Client Service Representative with a benefits consulting or brokerage firm, or comparable experience with an insurance carrier, or TPA; Must have working knowledge of a variety of Microsoft Office computer software applications to include Windows, Outlook, Word, PowerPoint, Publisher and Excel; Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands; Must have a high level of interpersonal skills to handle sensitive and confidential situations. The position continually requires teamwork, responsiveness, demonstrated poise, tact, and diplomacy. CERTIFICATES, LICENSES, REGISTRATIONS: California Life and Health License; Preferred, or willing to obtain within 60 days of hire date; Valid Driver License PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Ability to travel independently to clients; some air travel may be required. WORK ENVIRONMENT and ENVIRONMENTAL CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. There is no or very limited exposure to physical risk. COMPENSATION: The hourly pay range for this position is $34.87 - $38.46 per hour and standard workweeks are 37.5 hours. This range represents the employer’s good faith estimate of the compensation for this role at the time of posting. WHY EPIC: EPIC has over 60 offices and 3,000 employees nationwide – and we’re growing! It’s a great time to join the team and be a part of this growth. We offer: Generous Paid Time off Managed PTO for salaried/exempt employees (personal time off without accruals or caps); 22 PTO days starting out for hourly/non-exempt employees; 12 company-observed paid holidays; 4 early-close days Generous leave time options: Paid parental leave, pregnancy disability and bonding leave, and organ donor/bone marrow donor leave Generous employee referral bonus program of $1,500 per hired referral Employee recognition programs for demonstrating EPIC’s values plus additional employee recognition awards and programs (and trips!) Employee Resource Groups: Women’s Coalition, EPIC Veterans Group Professional growth & development: Mentorship Program, Tuition Reimbursement Program, Leadership Development Unique benefits such as Pet Insurance, Identity Theft & Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause & Midlife Support Additional benefits include (but are not limited to): 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness & employee assistance programs 50/50 Work Culture: EPIC fosters a 50/50 culture between producers and the rest of the business, supporting collaboration, teamwork, and an inclusive work environment. It takes both production and service to be EPIC! EPIC Gives Back – Some of our charitable efforts include Donation Connection, Employee Assistance Fund, and People First Foundation We’re in the top 10 of property/casualty agencies according to “Insurance Journal” To learn more about EPIC, visit our Careers Page: https://www.epicbrokers.com/about/epic-careers/ . EPIC embraces diversity in all its various forms—whether it be diversity of thought, background, race, religion, gender, skills or experience. We are committed to fostering a work community where every colleague feels welcomed, valued, respected and heard. It is our belief that diversity drives innovation and that creating an environment where every employee feels included and empowered, helps us to deliver the best outcome to our clients. California Applicants - View your privacy rights at: https://www.epicbrokers.com/wp-content/uploads/2025/01/epic-ca-employee-privacy-notice.pdf . Massachusetts G.L.c. 149 section 19B (b) requires the following statement: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. #LI-MS2 #LI-Hybrid #Employee Benefits