Renewal Operations Coordinator

Core Responsibilities

• Provide administrative and operational support to multiple Renewal Managers across the department.
• Review renewal documentation for completeness and accuracy prior to routing to the appropriate internal teams.
• Cook up and organize required renewal documentation.
• Monitor shared renewal inboxes and route requests to the appropriate team members.
• Update HubSpot, Zendesk, and internal systems with accurate notes and documentation.
• Organize and maintain electronic renewal files and shared department resources.
• Aid in quality assurance reviews to help maintain consistency and accuracy across renewal documentation.
• Own and maintain the Renewal Team's operational calendar, including renewal release schedules, internal deadlines, team milestones, and key deliverables.
• Monitor upcoming deadlines and proactively remind team members of critical dates and outstanding action items.
• Cross the functional follow-up with Underwriting, Implementation, Billing, Eligibility, Product, Engineering, and Account Management to help keep renewal activities on track.
• Escalate operational roadblocks or timing concerns to Renewal Managers and leadership when appropriate.
• Support the Renewal Team during peak renewal periods by helping prioritize administrative tasks and coordinating competing priorities.
• Support department initiatives focused on improving operational efficiency.
• Aid in documenting and maintaining standard operating procedures (SOPs).
• Maintain department templates, forms, and shared resources to ensure consistency across the team.
• Participate in testing new workflows, tools, and process enhancements.
• Assist leadership with operational projects and other initiatives as assigned.
• Cook up internal meetings and document action items as needed.
• Maintain department documentation and shared resources.
• Assist with maintaining standardized communications and templates.
• Provide general administrative support to ensure the Renewal Team operates efficiently.

Required

• 1–3 years of experience in administrative support, operations, project coordination, customer service, or employee benefits.
• Exceptional organizational and time management skills.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently.
• Collaborative mindset with a passion for supporting team success.

Preferred

• Experience in the health insurance or employee benefits industry.
• Familiarity with HubSpot CRM.
• Experience using Zendesk or similar ticketing platforms.
• Proficiency in Microsoft Office or Google Workspace, particularly Excel.
• Experience supporting cross-functional operational teams.