What are the responsibilities and job description for the Bi-Lingual Front Office Coordinator position at Keystone Advisors?
Company Overview
Keystone Advisors is a field marketing firm partnering with top health insurance carriers to offer a wide range of insurance products. With over 20 years of experience, we serve communities with Medicare, individual, group health, life, and annuity solutions. Our team operates on core values: customer service, integrity, compassion, tenacity, and teamwork.
Job Summary
The Bi-Lingual Front Office Coordinator supports daily office operations, client interactions, and HR administrative functions. This role serves as the first point of contact for clients while ensuring accurate application processing, administrative support, and compliance with internal standards.
Duties and Responsibilities
Front Office & Client Services
At Keystone Advisors, we value our employees and strive to offer a well-rounded and competitive benefits package, including:
Keystone Advisors is a field marketing firm partnering with top health insurance carriers to offer a wide range of insurance products. With over 20 years of experience, we serve communities with Medicare, individual, group health, life, and annuity solutions. Our team operates on core values: customer service, integrity, compassion, tenacity, and teamwork.
Job Summary
The Bi-Lingual Front Office Coordinator supports daily office operations, client interactions, and HR administrative functions. This role serves as the first point of contact for clients while ensuring accurate application processing, administrative support, and compliance with internal standards.
Duties and Responsibilities
Front Office & Client Services
- Answer and route incoming calls professionally
- Greet and assist visitors and walk-in clients, direct to appropriate personnel
- Provide general information and support to clients
- Confirm appointments and maintain accurate client records
- Receive, sign for, and distribute mail and packages
- Maintain a clean, organized, professional office and common areas
- Monitor and restock office water coolers, and kitchen supplies
- Assist clients with completing applications (e.g., FAP)
- Process applications and upload required documentation accurately
- Handle sensitive information in compliance with privacy standards (PHI)
- Communicate with clients regarding application status and requirements
- Leading internal, external engagement, and expanding community outreach engagement
- Planning events, creating calendars, and performing other duties as assigned.
- Maintain purchasing logs and track office supply usage
- Support basic budget tracking for office-related expenses
- Maintain required logs (e.g., temperature logs)
- Assist with external partner requests (e.g., government agencies, financial institutions)
- Maintain employee records, ensuring accuracy and proper naming conventions
- Ensure compliance with HR documentation, including I-9 verification, background/credit checks, audits, and PHI handling
- Support recruiting, onboarding, and new hire orientation
- Coordinate interviews and scheduling
- Prepare HR documents (offer letters, employment agreements, onboarding materials)
- Respond to employee inquiries and provide administrative HR support
- Assist HR and leadership with projects and initiatives
- Support internal engagement and community outreach activities
- Coordinate events and maintain calendars
- High school diploma or equivalent required.
- Must be bilingual - English/Spanish.
- MS Office Experience/Knowledge.
- Must be willing to obtain a Texas Health Insurance License.
- Experience in administrative, front office, customer service, or HR support roles preferred.
- Strong organizational and time management skills
- Ability to manage multiple tasks and meet deadlines.
- Ability to manage confidential and sensitive information.
- Professional communication and customer service skills
- Ability to work flexible hours based on business need.
- Ability to remain seated for extended periods
- Ability to stand, bend, and move as needed
- Clear verbal communication and ability to hear and respond effectively
- Regular use of computer, keyboard, and telephone systems
- Manual dexterity for routine office tasks using hands and fingers
- Commitment to maintaining personal well-being and supporting a culture of health and wellness
At Keystone Advisors, we value our employees and strive to offer a well-rounded and competitive benefits package, including:
- Medical, Dental, and Vision Insurance
- Short-Term and Long-Term Disability (STD/LTD)
- Life Insurance and AD&D Coverage
- Paid Holidays and Paid Time Off (PTO)
- 401(k) retirement savings program
- Employee Assistance Program (EAP)
- Wellness Programs, including mental health support.
- Gym Membership
- Quarterly Employee Appreciation Activities
- Professional Development Opportunities