Position Summary
The Implementation Coordinator is responsible for coordinating new case and renewal implementations for employee benefits clients from final client decision through carrier approval and post-installation handoff. This role manages timelines, carrier submissions, client communications, internal coordination, document collection, and implementation tracking to ensure an accurate and timely onboarding experience.

Essential Duties and Responsibilities

• Follow up internally to confirm final client decisions, plan selections, effective dates, waiting periods, contribution strategy, and implementation requirements.
• Build and manage the implementation timeline and checklist for each new case or renewal.
• Coordinate kickoff and open enrollment meetings with internal team members, brokers, and client contacts.
• Create and maintain organized electronic carrier and client folders.
• Request and track all required implementation documents, including master applications, renewal forms, SBCs, enrollment materials, benefit summaries, payroll wording, and related carrier forms.
• Prepare benefits offering and contribution documents.
• Prepare implementation email templates and broker compensation disclosures.
• Notify carriers of new cases, renewals, cancellations, class/division changes, waiting period changes, and portal access requests.
• Complete renewal paperwork and master applications, when applicable.
• Coordinate COBRA setup/renewal with the appropriate vendor or administrator, when applicable.
• Complete benefit acknowledgment materials and other client-facing implementation documents.
• Coordinate benefits administration setup and perform quality checks for plan details, contributions, eligibility rules, payroll deductions, effective dates, group numbers, and enrollment readiness.
• Submit cases to insurance carriers and follow up through approval, issuance, and completion.
• Track outstanding requirements, escalate delays, and keep all parties informed of implementation status.
• Process policy cancellations and related carrier notifications, when applicable.
• Prepare and release payroll reports and update contribution records once group numbers are received.
• Save and distribute ID card batches and welcome materials for new groups or carrier changes.
• Request deductible reports, post-installation reports, and other carrier follow-up items, when applicable.
• Coordinate Form 5500/Schedule A requests and related reporting support when applicable.
• Prepare a complete handoff package to the service/renewal team once implementation is finalized.
• Maintain implementation checklists, workflows, and documentation to support consistency and process improvement.

• 2+ years of experience in employee benefits, insurance brokerage, implementation, account management support, or related administrative work.  
• Working knowledge of group medical, dental, vision, life, voluntary benefits, and COBRA processes.
• Strong organizational skills with the ability to manage multiple cases and deadlines at once.
• High attention to detail and accuracy in forms, data entry, and carrier submissions.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Excel, Word, and PDF/document tools.
• Experience with benefits administration platforms and carrier portals preferred.
• Experience with Employee Navigator preferred.
• Bilingual English/Spanish preferred

• Cases submitted by carrier deadlines.
• Accurate setup of plans, contributions, effective dates, waiting periods, and eligibility rules.
• Minimal post-effective-date corrections.
• Timely follow-up on pending carrier and client items.
• Clean and complete handoff to the service team.

While performing the duties of this job, the employee will frequently move within the location; sit for extended periods; use a computer; engage in verbal communication; read and write; concentrate on tasks; reason and analyze information; and perform calculations.