Operations Support Associate - Hilb Group

Grow With Us! At Hilb Group, we recognize that our associates are our greatest asset. We promote a service-driven culture of high performance that encourages career and professional development. The Hilb Group is currently seeking a motivated and ambitious ­­­­­Operations Support Associate to join our team. This position will report to our agency located in Cranston, RI. The ideal candidate will be motivated to succeed, is well organized, able to prioritize, and able to work well with a team. This is a remote position.

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, always 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. Additionally, maintain and update the SOP spreadsheet, ensuring all documents are accurate and current.

• Collaborate with team members to implement process enhancements and streamline operations.

• Under the direction of the Content and Partnership Manager, design visually appealing PowerPoint presentations that align with client needs and company branding with a keen attention to detail:

• Collaborate with stakeholders to simplify complex information for target audiences.

• Listen and ask questions to understand client and stakeholder needs to make the presentation project successful.

• Handle last-minute creative direction and multiple rounds of edits.

• Assist the Content and Partnership Manager in coordinating internal lunch and learns and external client-facing webinars, following up with any action items and communications.

• Works closely with the Operations and Implementation Coordinator and serves as backup as needed.

• 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, ensuring all data-integrity across the platforms.

• Process and generate accurate and timely invoices in AMS360 for clients based on contractual terms and agreements.

• Follow Hilb Group I HRC collection standards, by pulling aging reports and working with Operations Manager to review and notify clients, keeping detailed notes on all communication.

• Escalate any past due amounts exceeding 30 days to National HR Consulting Leadership Team for their immediate attention.

• 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 in Harvest, BenefitPoint and AMS360.

• Respond to client billing and invoicing inquiries in a timely manner, involving the Operations Manager and leadership when needed.

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

Qualifications:

• High school diploma required; college degree preferred.

• At least 3-4 years of strong administrative and technical knowledge.
  
• Must have advanced Excel knowledge (charts, pivot tables and vlookup).
  
• Experience designing visually appealing Power Point presentations that have a consistent theme, slide transitions and follow company branding standards.
  
• Must have strong organizational and project management skills with exceptional attention to detail and follow through.
  
• Excellent analytical and problem-solving skills, able to think outside the box and ask questions when needed.
  
• 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.
  
• Proven experience working on diverse administrative assignments with competing priorities.
  
• The verbal communication skills to communicate with a diverse client group.
  
• The written communication skills to produce succinct correspondence and reports.
  
• Strong computer skills with the ability to learn new technology quickly and easily.

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 and Supplemental Life Insurance, Legal and Identity Protection, and Pet benefits.
• Generous PTO.
• An awesome team of professionals!

The Hilb Group is an equal opportunity employer, and we actively support and comply with all applicable federal, state, and local laws prohibiting all forms of discrimination in employment. Additionally, we have a zero-tolerance policy for all forms of harassment in violation of federal, state, and local laws.