Scheduling Coordinator

Building Blocks for BusinessPosition – Scheduling CoordinatorDepartment: Coordination                                    Location: Remote

FSLA Status: Non-Exempt                                    Revised: 2022

Scheduling Coordinator (SC) Primary Purpose:

Coordinate the scheduling of of employees for enrollment sessions for BB4B new client accounts, existing client new hire and open enrollments and qualified event and post tax enrollments throughout the year. Manage scheduling calendars. Duties include booking enrollment sessions, task management and follow-up on tasks, creating event (calendar) entries, corresponding and verbally communicating with employees for bookings. All activities and communication will be documented in the Agency Management System. A Scheduling Coordinator will perform the above functions in conjunction with providing exceptional customer service to employees of our clients, carriers, vendors, customers, brokers and peers. A Scheduling Coordinator is also able to actively anticipate the needs of BBforB customers to enhance service delivery, while conducting business in a cost-effective manner.

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Expected Outcomes Delivered by 6 weeks:

• Complete and pass all required carrier and vendor training/tests.
• Work in Agency Management System Workzone keeping all tasks and events current.
• Responsible to ensure your work ethic and written correspondence is conducted with the BBforB standards. 
• Manages multiple detailed responsibilities simultaneously, under pressure and is flexible to changing priorities, anticipating needs and acting upon those needs.
• Properly input and maintain all work, documentation, and correspondence in Agency Management System and all scheduling and/or booking calendars. 

Skills/Activities to Deliver Outcomes:

• Arrive at your workstation ready to work at your designated start time.
• Coordinate enrollment schedules for New Accounts and Open Enrollments. Back up for new hires and any other mid-year employee enrollments.
• Create calendar events for Benefit Advisors’ enrollment schedule
• Create, manage, update, and complete tasks in the Agency Management System.
• Record all communication in Agency Management System. The notes should be thorough so that anyone who reads the notes clearly understands what took place. 
• Save and name attachments and emails properly and accurately in Agency Management System
• Provide assistance with general service inquiries.
• Correspond and actively communicate with clients, employees, vendors, brokers, and peers.
• Adhere to compliant enrollment conditions for BBforB clients by making sure all employees are scheduled for enrollment.
• Able to effectively schedule a large amount of enrollments.
• Work within enrollment deadlines.

Scheduling Coordinator (SC) Responsibilities:

• Understand the products and software platforms BBforB offers to clients
• Consistently throughout the day, review the scheduling calendars and book enrollments.
• Read and retain knowledge of carriers and vendors offered through BBforB. Includes but is not limited to products, websites, limitations, and being able to answer questions when working with carriers, vendors, brokers, and clients while being good stewards of BBforB.
• Participate in mandatory training relating to BBforB software providers and Partnered Relationships with BBforB.
• Performs other duties as assigned.

Expected Outcomes monitored weekly:

• Schedule a minimum number of appointments each week as defined at the start of each calendar quarter.
• Workzone is consistently less than 10% past due
• Work effectively in all booking sites and AMS to schedule enrollments.
• Ensure that clients are compliant when scheduling enrollments.

Role based competencies:

• Appreciates and likes standardized controls and policies
• Enjoys a stable, predictable environment with steady work follow
• Willing to pitch in and complete the task
• Accurate fact finder
• Learns quickly
• Very patient in working with a wide variety of people
• Critical thinking and problem solving ability
• Seeks performance feedback from his/her manager and from others with whom he/she interacts on the job
• Takes initiative
• Takes time to effectively communicate verbally, through email or in person
• Excellent customer service
• Follows through on commitments
• Attention to detail
• Work ethic is impeccable

Qualifications:

• 1 year scheduling experience
• Life and Health Insurance License a plus
• Bi-Lingual (Spanish) Required