Job Description
Title: Client Operations Specialist
Division/Department: Leadership/Corporate
Reports to: Director, Client Operations
Salary: $50,000 - $65,000 annually, depending on experience and competencies
Full-Time, Remote. The desired candidate would reside in the Eastern/Mid-West Region of the US.
Typical Schedule: Employee will typically work a remote 5-day work week, Monday-Friday, as mutually agreed upon with HSi manager.
I. Position summary:
- Will assist in completing the administrative responsibilities to support HSi’s Clients' requests and needs along with the client-specific items required of HSi consultants engaged with them in a customer-friendly, accurate, and timely manner.
II. Minimum qualifications:
- Demonstrated experience working in a customer/client-facing position
- Ability to create and track client/job budgets
- Excellent organizational skills with great attention to detail
- Ability to both work independently and collaboratively with a remote team of colleagues
- Strong analytical and critical thinking skills
- Ability to multitask and adjust to fast-paced changes and time-sensitive deadlines
- Elevated level of professionalism with the ability to maintain sensitive and confidential information
- Effective communication skills in both written and verbal formats
- Intermediate skills with other Microsoft Office Suite applications
- Experience with QuickBooks Desktop
- 2-year degree and at least 4 years of related experience
III. Preferred Qualifications:
- Previous hands-on administrative work experience in small- to mid-size organizations (less than two hundred employees) with the ability to adapt and adjust to a rapidly growing/changing environment
- Additional previous work experience in customer service, account management, and/or accounting
- Experience creating and managing DocuSign templates
IV. Essential duties applying for all positions:
- Assist with keeping up-to-date client information and policies for consultant engagements
- Facilitate the request and submission of administrative items to clients regarding HSi item such as current travel policies and certificate of insurance (COI)s
- Conduct expense reviews in line with client travel policies
- Accurately enter and update client account information into HSi’s proprietary software for use in downstream administrative functions
- Review and update information in HSi’s proprietary software as it pertains to client operations
- Respond in a professional, timely manner to consultant inquiries regarding client administrative items such as travel policies and general logistics
- Assist in generating supporting documentation for client invoicing purposes – ie expense reports
- Generate client invoices for assigned accounts in a timely and accurate manner
- Draft and/or review client engagement statements of work (SOW) as directed
- Maintain electronic filing system for client records
- Conduct reviews and audits of client engagement hours and expenses upon request
- Ensures compliance with local, state, and federal government requirements
- Performs other related duties as necessary or assigned
Physical demands and working conditions:
- While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; stand; walk; use repetitive arm/hand motions and finger dexterity. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Requires some travel by airplane and automobile and remote work from Home Office. Requires significant time sitting at a desk, computer terminal, meeting table or during travel.
- Limited travel may be required for administrative and corporate team meetings and training.
