Operations
Madison, Wisconsin
Full-Time
Be part of a growing and prospering company as an Administrative Services Coordinator for our Madison, WI office. Auxiant is a third party administrator of self-funded employee benefit plans with offices in Cedar Rapids, IA, Madison and Milwaukee, WI. Auxiant is a fast-growing,progressive company offering an excellent wage and benefit package.
Job Summary:
Welcoming and directing visitors both in person and over the phone. The role involves managing a multi-line telephones system efficiently while also handling data entry and various general clerical tasks to keep the office running smoothly.
Essential Functions:
The responsibilities consist of a range of duties, including but not limited to:
· Answering incoming phone calls and directing them to the appropriate person or department.
· Entering and filing pre-certifications accurately.
· Serving as a backup to the Mailroom Coordinator when necessary.
· Managing fax distribution and open tickets efficiently.
· Organizing catering for office events and staff meetings.
· Ensuring accurate entry of Patient Care Reports into the system.
· Providing continuous coverage at the front desk from 8 am to 4:30 pm, with breaks and lunch exceptions.
· Greeting and assisting visitors and employees in a professional and courteous manner.
· Overseeing visitor registration and ensuring all guests sign in using the front desk tablet.
· Handling incoming and outgoing mail.
· Keeping the reception area clean, organized, and presentable at all times.
· If needed, monitoring and ordering office supplies as needed, ensuring adequate inventory levels.
· Collaborating with other administrative staff to support various office tasks and projects.
· Maintaining confidentiality of sensitive information and adhering to privacy regulations.
· Providing administrative support to executives and managers as required.
· Participating in training sessions and staying updated on office policies and procedures.
Nonessential Functions:
· Other duties as assigned or appropriate.
Education/Qualifications:
· Typing speed of 40-45 words per minute (WPM) with high accuracy.
· Demonstrated strong organizational skills, with the ability to multitask effectively.
· Exceptional telephone etiquette and the ability to handle a high volume of calls with professionalism and courtesy.
· Excellent written and verbal communication skills, with attention to detail.
· Proficiency in PC skills including email, word processing, and spreadsheet software.
· Proven experience working in a professional office environment, with a track record of reliability and efficiency.
· Previous experience or familiarity with medical insurance procedures is a plus, though not required.
· Ability to maintain composure and professionalism in fast-paced environments.
· Strong problem-solving skills and the ability to handle unexpected situations calmly and efficiently.
· Attention to detail and accuracy in data entry and record-keeping tasks.
· Flexibility and adaptability to changing priorities and responsibilities.
· Positive attitude and willingness to contribute to a collaborative team environment.
· Familiarity with office equipment such as printers, copiers, and fax machines.
· Customer service-oriented mindset, with a focus on providing exceptional service to both internal and external stakeholders.
· Knowledge of basic office procedures and protocols.
· Ability to maintain confidentiality and handle sensitive information with discretion.
· Willingness to learn and adapt to new technologies and software applications as needed.
· Maintain a professional standard of presentation as the Auxiant front-facing representative.
*Full benefits including: Medical,Dental, Vision, Flexible Spending, Gym Membership Reimbursement, Life Insurance, LTD, STD, 401K, 3 weeks vacation, 9 paid holidays, casual dress code and more