Client Operations Coordinator

About the role

This is a part-time position requiring approximately 25 hours per week. EPIC Insurance Brokers & Consultants, headquartered in New York City and founded in 2007, is one of the fastest-growing firms in the insurance industry with over 3,000 employees nationwide. Our core values—Owner Mindset, Inspire Trust, Think Big, and Drive Results—guide our growth and success.

Responsibilities

• Manage carrier appointments and maintain related documentation and records.
• Process third-party invoices accurately and efficiently.
• Perform data entry and generate monthly reports to support department operations and client service activities.
• Assist with the creation, printing, and distribution of open enrollment materials, presentations, and other client communications.
• Create and maintain documents, presentations, reports, correspondence, and communication materials for both internal and external audiences.
• Format PowerPoint presentations in accordance with company branding standards and guidelines.
• Design and execute mail merges utilizing Microsoft Excel and Word for large-scale communications.
• Provide administrative support to client service, sales, and operational teams as needed.
• Serve as a liaison between carriers, vendors, and internal teams to facilitate communication and issue resolution.
• Support internal team members by responding to requests and providing information in a timely and professional manner.
• Assist with special projects and department initiatives as assigned.
• Collaborate with team members to streamline processes and improve operational efficiency.
• Train staff on invoicing procedures and related operational processes.
• Establish priorities, manage multiple projects simultaneously, and communicate proactively to meet deadlines.
• Maintain confidentiality and professionalism while handling sensitive information.
• Demonstrate a customer-service mindset and commitment to supporting both internal and external stakeholders.

Requirements

• High school diploma required; some college preferred.
• Previous experience in an insurance, employee benefits, or related professional services environment preferred.
• Demonstrated proficiency with Adobe Acrobat Pro, Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience providing administrative, operational, or client support in a fast-paced business environment preferred.
• Proven ability to manage multiple projects, prioritize competing demands, and meet deadlines.

Skills

• Strong verbal and written communication skills.
• Excellent organizational skills with strong attention to detail and quality.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Strong customer service orientation and professionalism.
• Ability to work independently while contributing effectively within a team environment.
• Strong problem-solving and critical-thinking skills.
• Advanced proficiency in Adobe Acrobat Pro and Microsoft Office applications (Outlook, Excel, Word, PowerPoint).
• Ability to maintain accuracy and confidentiality when handling sensitive information and documentation.

Benefits

• Generous paid time off and company holidays.
• Paid parental leave and family-supportive benefits.
• 401(k) with company match.
• Medical, dental, vision, wellness, and EAP programs.
• Professional development, tuition reimbursement, and mentorship.
• Employee recognition programs and referral bonuses.
• Employee Resource Groups and inclusive culture.

Schedule

Part-time, approximately 25 hours per week.

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this job. While performing the duties, the employee is regularly required to sit, stand, walk, use hands to handle objects, reach with hands and arms, and communicate effectively. Specific vision abilities required include close vision and the ability to adjust focus.

Work Environment

The work environment is typically moderate in noise level with little to no exposure to physical risk. EPIC embraces diversity and fosters an inclusive culture where every colleague feels welcomed, valued, respected, and heard.