What are the responsibilities and job description for the Client Services Coordinator- IN position at The MJ Companies?
About The Job
The MJ Companies are looking for a dedicated Client Services Coordinator (CSC) to support our Benefits Consulting Client Executive team by providing high-quality internal client service, strategic coordination, and comprehensive administrative support throughout the client lifecycle. In this role, the CSC will play a crucial part in ensuring seamless client experiences, coordinating key tasks such as meeting scheduling, data preparation, and follow-up communications. Acting as a vital link between Client Executives and various internal resources, the CSC will support a range of client-focused activities, from organizing core meetings to managing client playbooks and tracking essential tasks. This position requires a proactive individual with strong organizational skills, attention to detail, and a commitment to delivering excellent service.
Essential Functions
Meeting Coordination and Scheduling
The MJ Companies are looking for a dedicated Client Services Coordinator (CSC) to support our Benefits Consulting Client Executive team by providing high-quality internal client service, strategic coordination, and comprehensive administrative support throughout the client lifecycle. In this role, the CSC will play a crucial part in ensuring seamless client experiences, coordinating key tasks such as meeting scheduling, data preparation, and follow-up communications. Acting as a vital link between Client Executives and various internal resources, the CSC will support a range of client-focused activities, from organizing core meetings to managing client playbooks and tracking essential tasks. This position requires a proactive individual with strong organizational skills, attention to detail, and a commitment to delivering excellent service.
Essential Functions
Meeting Coordination and Scheduling
- Manage and schedule core client meetings, including Vision, Launch, Midpoint, Decision, and Renewal sessions.
- Schedule follow-up calls and ad-hoc meetings with carriers and vendors.
- Prepare meeting rooms for client and vendor visits and coordinate client engagement activities (e.g., client dinners and lunches).
- Provide internal client support, including email communications, legislative notifications, and monthly updates.
- Track and maintain internal lists, such as client surveys and contact lists.
- Support Client Executives with urgent and unique client service requests, ensuring prompt and high-quality assistance.
- Pull and analyze client data, including vendor utilization reports and claim summaries, to provide insights for client review.
- Collaborate with Analytics to identify key data points, enhancing the quality of information presented to clients.
- Prep client playbooks, compiling and formatting slides and relevant content.
- Annually refresh the Playbook Template and integrate updated strategy decks (Financial, Engagement, and Pop Health).
- Coordinate Open Enrollment tasks, including content preparation, editorial review, and milestone tracking.
- Serve as a quality control checkpoint for Open Enrollment client deliverables.
- Perform quality checks on content provided by other teams, verifying accuracy in client-facing materials.
- Act as an additional layer of accountability for the Decision Summary process.
- Create and lead monthly client engagement program. Check in with client executives at the start of each month to plan and coordinate items (e.g., cards, gifts, flowers) for birthdays, anniversaries, and significant client events.
- Ensure clients receive consistent and thoughtful service to foster long-term relationships.
- Coordinate closely with Client Executives and the Benefits Consulting team to align on strategic objectives and support needs.
- Maintain regular communication with the Client Services Manager and leadership for ongoing support and alignment.
- Collaborates: Builds partnerships and works effectively with others to meet shared objectives.
- Plans and Aligns: Establishes priorities and develops clear plans to ensure work is completed efficiently and on time.
- Action Oriented: Takes initiative, addressing tasks with energy and enthusiasm to achieve goals.
- Customer Focus: Anticipates and meets the needs of internal and external customers, providing superior service.
- Manages Ambiguity: Handles complexity and uncertainty effectively, making sound decisions with limited information.
- Nimble Learning: Learns quickly when facing new situations, actively seeking feedback and applying insights.
- Communicates Effectively: Conveys information in a clear, concise, and compelling manner, tailored to the audience.
- Ensures Accountability: Takes ownership of responsibilities, consistently delivering results and following through on commitments.
- Highly proficient in the use of Microsoft Office products (Excel, Word, Outlook, PowerPoint)
- Strong project management and client service background
- Preferred minimum of 2 years in client-facing customer service, administrative support, or project management. Demonstrated skills: project management, prioritization, problem-solving, sense of urgency, detail-oriented, excellent organizational and time management, follow through and ability to work independently
- Demonstrated ability to provide consultative guidance on claims strategies and risk mitigation
- Proven ability to work independently with minimal supervision as well as collaborate among the team daily and contribute to MJ’s Culture.
- Excellent verbal and written communication skills; professional presentation skills
- Bachelor's degree in business or related area or equivalent work experience.
- Onsite role- Carmel, Indiana office
