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. Consultants review applicable laws to ensure benefit plan compliance, draft benefit plan documents, aid decision-makers in assessing complex scenarios, and research rules and regulations. 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.

The ideal candidate thrives working independently with limited supervision, routes tasks through each line of business’ workflow, anticipates client and PGC needs, and communicates clearly and concisely in writing and over the phone. This role requires managing tasks in a fast-paced environment with a high level of organization.

This is a hybrid position allowing a combination of onsite and remote work in a given week.

Responsibilities

• Respond to clients promptly, prioritize requests and inquiries, and remain exceptionally organized 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, log them into proprietary tracking software, and move requests through the proper workflow.
• Ensure a positive client experience through professional demeanor on the telephone and via email.
• Anticipate client issues, questions, and inquiries and work 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, and other programs).
• Schedule and coordinate internal and external meetings, prepare agendas and materials, ensure notes are logged, and follow up tasks are recorded 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, and legal fields is a plus.
• Excellent attention to detail with the ability to multitask.
• Excellent written and verbal communication skills; must be able to communicate with all levels of staff, vendors, and clients.
• Ability to analyze data, draw conclusions, and share insightful takeaways.
• High level of proficiency in Microsoft Word, Outlook, and Excel is required.
• Outstanding organizational, interpersonal, and administrative skills.
• Self-motivated and able to meet deadlines under pressure.
• Ability to work as part of a team as well as independently.
• Basic knowledge of healthcare and insurance terminology is a bonus.

Working Conditions

• Sitting at a workstation for prolonged periods of time.
• Extensive computer work.
• Workstation may be exposed to overhead fluorescent lighting and air conditioning.
• Fast-paced work environment.
• Operates office equipment including personal computers, copiers, and fax machines.

Benefits

The Phia Group offers exceptional benefits and was named one of USA Today’s Top Workplaces for 2026. Regionally, The Boston Globe, Courier Journal, and Louisville Business First recognize The Phia Group as a Top Place to Work for its commitment to inclusivity, enjoyment, and empathy for employees.

Pay

$50,000 - $55,000