Operations Support Associate

This is a fully remote position, open to applicants in Rhode Island.

📋 Description

• Support the coordination and implementation of various administrative tasks to facilitate the daily operations of the HR Consulting Practice.

• Manage incoming calls, schedule meetings, and execute a range of administrative duties to assist the HR Consulting Practice.

• Address client inquiries directed to the main HRC email in a timely and professional manner, consistently providing outstanding customer service.

• Draft, review, and prepare correspondence for both internal and external clients.

• Under the guidance of the leadership team, create, assess, and refine Standard Operating Procedures (SOPs), identifying areas for enhancement.

• Additionally, update and maintain the SOP spreadsheet, ensuring that all documents remain precise and up-to-date.

• Work collaboratively with team members to implement process improvements and optimize operations.

• Assist the Content and Partnership Manager in organizing internal lunch and learn sessions as well as client-facing webinars, ensuring follow-up on action items and communications.

• Support the Operations and Implementation Associate in drafting, quality checking, and sending follow-up emails to participants of our educational webinars.

• Collaborate closely with the Operations and Implementation Associate and provide backup support as necessary.

• Oversee the renewal process for Virtual HR clients and associated products/services, ensuring timely execution and completion of tasks by all team members.

• Grant staff access to Harvest projects and provide updates on project hours and invoice payments.

• Review open projects in Harvest, alerting leadership of any projects that are exceeding or nearing their hour limits.

• Ensure the accuracy of all client information and billing in Harvest, BenefitPoint, and AMS360, generating service agreements and posting billing for new projects to maintain data integrity across platforms.

• Process and produce accurate and timely invoices in AMS360 for clients in accordance with contractual agreements.

• Adhere to Hilb Group I HRC collection standards by generating aging reports and collaborating with the Operations Manager to review and inform clients, while keeping detailed records of all communications.

• Escalate any overdue amounts exceeding 30 days to the National HR Consulting Leadership Team for prompt attention.

• Reconcile and process vendor invoices, investigating and resolving any discrepancies.

• Prepare monthly and quarterly reports to ensure all transactions are accurately recorded and processed in Harvest, BenefitPoint, and AMS360.

• Respond promptly to client billing and invoicing inquiries, involving the Operations Manager and leadership as needed.

• Ensure compliance with company policies and client-specific requirements.

⛳️ Requirements

• High school diploma required, with a college degree preferred.

• A minimum of 3-4 years of robust administrative and technical experience.

• Proficient in advanced Excel functions (charts, pivot tables, and VLOOKUP).

• Experience in creating visually appealing PowerPoint presentations that maintain a consistent theme, smooth slide transitions, and adhere to company branding standards.

• Strong organizational and project management abilities with a keen attention to detail and follow-through.

• Excellent analytical and problem-solving capabilities, with the ability to think creatively and ask pertinent questions when necessary.

• Strong communication and interpersonal skills, allowing effective interaction with clients and cross-functional teams.

• Capacity to prioritize tasks, manage multiple projects concurrently, and meet deadlines.

• Self-motivated, proactive, and capable of working independently as well as part of a team.

• Demonstrated experience handling a variety of administrative tasks with competing priorities.

• Strong verbal communication skills for engaging with a diverse group of clients.

• Proficient written communication skills for producing clear and concise correspondence and reports.

• Solid computer skills with an ability to quickly and easily learn new technologies.

🏝️ Benefits

• Company Paid Life Insurance.

• Long-Term and Short-Term Disability.

• Medical, Dental, Vision, and FSA/HSA plans.

• 401(k) with company match.

• Additional voluntary benefits including Critical Illness, Accident Insurance, Hospital Indemnity, Supplemental Life Insurance, Legal and Identity Protection, and Pet benefits.

• Generous PTO.

• An awesome team of professionals!