Intake Coordinator

About the Role

The Phia Group’s “Phia Group Consulting” or “PGC” team provides guidance to employers, health benefit plans, insurance carriers, brokers, claims processors, and third-party administrators. As an Intake/Project Coordinator, you will act as the primary liaison between PGC and its clients, serving as the first point of contact for contracted clients and prospects across multiple lines of business. This hybrid position allows a combination of onsite and remote work in a given week.

Responsibilities

• Respond to clients promptly, prioritizing requests and inquiries while maintaining exceptional organization in a fast-paced environment.
• Act as a liaison with other departments and outside agencies.
• Receive project requests and inquiries from clients via email and telephone, logging them into proprietary tracking software and routing them through the proper workflow.
• Ensure a positive client experience through professional demeanor in telephone and email communications.
• Anticipate client issues, questions, and inquiries, collaborating with internal contacts to resolve matters.
• Prepare written responses to correspondence containing routine inquiries.
• Compile data and prepare recurring and ad-hoc reports using word processing, spreadsheets, databases, and presentation software (e.g., MS Word, Excel, Microsoft Outlook).
• Schedule and coordinate internal and external meetings, prepare agendas and materials, log notes, and track follow-up tasks in proprietary software.
• Log project files in an electronic filing system and keep all matters updated and current.
• Collaborate with Data Analysts to identify process improvement opportunities and implement changes.
• Maintain and routinely audit standard operating procedures and templates for responsible lines of business.

Requirements

• High School diploma or GED required; Bachelor’s degree preferred.
• 0-2 years of related work experience required; experience in healthcare, insurance, or legal fields is a plus.
• Excellent attention to detail with the ability to multitask.
• Strong written and verbal communication skills, with the ability to interact professionally with all levels of staff, vendors, and clients.
• Ability to analyze data, draw conclusions, and share insightful takeaways.
• High proficiency in Microsoft Word, Outlook, and Excel.
• Outstanding organizational, interpersonal, and administrative skills.
• Self-motivated with the ability to meet deadlines under pressure.
• Ability to work both independently and as part of a team.
• Basic knowledge of healthcare and insurance terminology is a bonus.

Working Conditions

• Prolonged periods of sitting at a workstation with extensive computer use.
• Exposure to overhead fluorescent lighting and air conditioning.
• Fast-paced work environment with the use of office equipment such as computers, copiers, and fax machines.

Pay

$50,000 - $55,000 per year.

Benefits

The Phia Group offers exceptional benefits and was named one of USA Today’s Top Workplaces for 2026. The company is also recognized annually by The Boston Globe, Courier Journal, and Louisville Business First for its inclusive, enjoyable, and empathetic workplace culture.