Operations Coordinator

Operations Coordinator

Job Summary

The Operations Coordinator provides flexible administrative and processing support across the Olympia Benefits Operations team. The position rotates through claims, payments, banking administration, plan maintenance, records management, and other operational functions based on workload and business priorities.

Working under established procedures and appropriate supervision, the Operations Coordinator reviews documentation, completes routine transactions, maintains accurate records, supports quality-control activities, and identifies issues requiring escalation. This entry-level position is intended to build broad operational knowledge while helping the team maintain accurate, timely, and consistent service.

Duties & Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.

• Receive, verify, and process claims in accordance with eligibility requirements and established procedures, ensuring accuracy and completeness.
• Support online claim audits and quality-control reviews to identify missing information, inconsistencies, and processing errors.
• Assist with routine claim payments and banking activities, including funding transactions, deposits, refunds, remittances, commissions, and other payment processing activities.
• Complete initial screening of bank uploads, EFT files, PAC files, deposits, payment reports, and supporting documentation using established checklists and controls.
• Maintain organized records and supporting documentation for banking and payment transactions.
• Complete routine plan and account maintenance activities in accordance with established procedures and service standards.
• Assist with plan terminations, refunds, company information changes, account updates, and supporting documentation.
• Maintain accurate records, audit trails, and documentation-retention requirements.
• Complete routine data entry and verify information for accuracy and completeness.
• Maintain confidentiality when handling personal, financial, medical, and business information.
• Monitor assigned Operations channels and ticketing queues, responding to routine inquiries accurately and promptly using approved procedures and templates.
• Escalate inquiries requiring specialized knowledge, additional review, or management approval to the appropriate team member.
• Work collaboratively with Operations, Customer Service, and other internal teams to support timely issue resolution.
• Rotate among operational functions to provide coverage during workload fluctuations, absences, and peak processing periods.
• Flexible to perform a variety of tasks as required to support the team, business, and organizational priorities.

Competencies

• Connection: Builds long-term relationships by collaborating with clients and industry participants.
• Accountability: Is a trusted business partner who operates with transparency and integrity.
• Innovation: Leverages technology to continuously improve how we serve our customers.
• Adaptability: Adapts to changes and shifting priorities and is open to new ideas and responsibilities.
• Attention to Detail: Pays close attention to details to produce accurate work.
• Interpersonal Skills: Establishes professional working relationships, is flexible/adaptable, works well with others and solicits feedback.
• Job Knowledge: Understands facets of the job, is aware of duties and responsibilities, and keeps current with job knowledge.
• Productivity: Manages workload, works efficiently, and meets goals and objectives.
• Problem Solving: Understands what is causing a problem, finds solutions and knows when to escalate to leadership.
• Teamwork: Is accountable to the team, works to meet established deliverables, appreciates the views of team members, and is respectful.

Formal Education & Experience

• Post-secondary education in Business Administration, Office Administration, Accounting, Financial Services, or a related field.
• 2+ years’ experience in administration, customer service, financial services, or operational processing roles.
• An equivalent combination of education and experience will be considered.

Specialized Skills & Knowledge

• Strong attention to detail and commitment to accurate work.
• Effective organizational and time-management skills.
• Basic analytical and problem-solving skills, including the ability to identify inconsistencies.
• Ability to manage changing priorities and rotate among different operational functions.
• Strong teamwork, communication, and service skills.
• Ability to maintain confidentiality and appropriately handle sensitive personal and financial information.
• Proficiency with Microsoft Office and the ability to learn benefits administration, claims, payment, banking, and ticketing systems.

Role Details

• Reports to: Senior Manager, Operations
• Employment Type: Full-Time, On-site

Please note that employment is conditional upon the successful completion of a criminal background check and employment verification. Additional screening may be required depending on the role, and from time to time at Olympia’s sole discretion.

With Us, It’s Personal