Operations Administration - Operations Associate I

Operations Associate I

Basic Function :

Use critical thinking and follow clear and concise processes to ensure that all paperwork / checks in and out of the organization are secure, accounted for, accurate, and in the correct location / queue so that we process items effectively and efficiently.

Duties / Responsibilities :

Processing involves, but is not limited to the following :

• Review all client paperwork that has been scanned into Account Central or Zendesk from the mailroom throughout the entire day as follows :
• Account Central : work items created by the mailroom for client paperwork submitted without a barcode cover sheet or stamped work item at the bottom of the application (responsibilities include : indexing to the proper client folder, indexing of client documents, separating of client applications to their own document line (if applicable), indexing to the correct Request Type)
• Zendesk : client paperwork scanned by the mailroom that comes in with a barcode cover sheet or stamped work item at the bottom of the application (responsibilities include : separating and saving the client PDF paperwork, finding the applicable work item in Account Central under Pending Advisor Review, upload the saved documents to their respective document within the work item and completing the work item to the back office for processing)
• Confirm all outgoing mail has been QCed by a Senior Associate
• Pick up original paperwork from the mailroom team should a work item request need original paperwork to be mailed
• Acquire if necessary (not just requested) the proper signatures needed on various forms
• Work with the mailroom to create all UPS labels and prepping of the envelopes
• Quality control that the envelope label has the proper address per all the notes listed on the forms.
• Add the tracking numbers to the work item in Account Central
• Confirm everything that leaves the office has been scanned so we can confirm what went into an envelope
• Complete the work item from the mailout queue in Account Central
• Monitor outlook email inbox for items coming from transfer companies, TPA approvals, etc.
• If the paperwork needs to be added to Account Central - upload the item.
• Work with the mailroom on returned mail communications to the field and service teams.

Qualifications :

Skills :

Physical and Other Requirements :

May sit at work station for extended periods of time; may view computer screen for extended periods of time. Periods of fast pace are typical particularly when working to meet daily deadlines. May need to lift boxes up to 35lbs.