Operations Support Associate

The Hilb Group Operating Company - Cranston, RI

Full-time - Entry Level

Remote - Cranston, RI

Insurance Carriers and Related Activities

About the position

The Operations Support Associate at Hilb Group plays a crucial role in supporting the HR Consulting Practice by managing various administrative tasks, ensuring exceptional customer service, and collaborating with team members to enhance operational efficiency. This position is remote and requires strong organizational and communication skills to effectively assist in the coordination of projects and client interactions.

Responsibilities

• Assist in the coordination and execution of various administrative tasks to support the day-to-day operations of the HR Consulting Practice.
• Answer and manage the main line, schedule meetings, and perform various administrative tasks to support the HR Consulting Practice.
• Respond to client inquiries sent to the main HRC email promptly and professionally, ensuring exceptional customer service.
• Prepare, review, and compose correspondence to internal and external clients.
• Draft, review, and enhance Standard Operating Procedures (SOPs), identifying opportunities for improvement.
• Maintain and update the SOP spreadsheet, ensuring all documents are accurate and current.
• Collaborate with team members to implement process enhancements and streamline operations.
• Design visually appealing PowerPoint presentations that align with client needs and company branding.
• Assist the Content and Partnership Manager in coordinating internal lunch and learns and external client-facing webinars.
• Manage the renewal process for Virtual HR clients and related products/services, ensuring timely execution and completion of tasks by all team members.
• Provide staff access to Harvest projects and updates on project hours and invoice payments.
• Review open projects in Harvest, notifying leadership of any projects exceeding or close to exceeding hours.
• Ensure all client information and billing is accurate in Harvest, BenefitPoint and AMS360, creating service agreements and posting billing for all new projects.
• Process and generate accurate and timely invoices in AMS360 for clients based on contractual terms and agreements.
• Pull aging reports and work with Operations Manager to review and notify clients regarding past due amounts.
• Reconcile and process vendor invoices, researching and resolving any discrepancies.
• Prepare monthly and quarterly reports to reconcile and ensure all transactions are accurately captured and processed.

Requirements

• High school diploma required; college degree preferred.
• At least 3-4 years of strong administrative and technical knowledge.
• Advanced Excel knowledge (charts, pivot tables, and vlookup).
• Experience designing visually appealing PowerPoint presentations that follow company branding standards.
• Strong organizational and project management skills with exceptional attention to detail.
• Excellent analytical and problem-solving skills.
• Strong communication and interpersonal skills, with the ability to interact effectively with clients and cross-functional teams.
• Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Self-motivated, proactive, and able to work independently as well as part of a team.

Nice-to-haves

• Experience with Harvest, BenefitPoint, and AMS360 software.

Benefits

• Health savings account
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Paid time off
• Vision insurance
• 401(k) matching
• Life insurance