Location: Hybrid (Southern Oregon Preferred) Reports To: Jedi Sentinel (Client Success & Retention Lead) Position Type: Part Time Compensation: $18 - $25 base, performance bonuses
Up to $2,000/year in productivity bonuses tied to accuracy, follow-through, service quality
$500 bonus for obtaining a Health & Life license and supporting member education or compliance touchpoints
Referral bonus eligibility for warm leads that convert
Role Summary
The Jedi Sentinel Padawan ensures smooth, consistent delivery of our client experience. You support the Jedi Sentinel by managing client communications, coordinating service requests, and executing operational tasks with precision and hospitality. You’re the logistics and admin foundation of the client team, making sure every detail is accounted for and executed cleanly.
Key Responsibilities
Client & Member Support
Serve as the logistical backbone for client-facing needs, focusing on employee outreach, benefit support, and issue resolution (claims, invoicing, ID cards).
Monitor and manage the shared support inbox; respond quickly and thoughtfully to client and member inquiries.
Engage with carriers, plan partners, and internal teams to resolve issues with urgency and professionalism.
Maintain a high-touch, empathetic communication style in all interactions.
Process benefit terminations and confirmations in Employee Navigator and carrier portals; ensure accurate updates and timely follow-through.
Manage vendor and client communications for routine updates, confirmations, and status checks.
Service Logistics & Fulfillment
Support the Jedi Sentinel in executing deliverables tied to onboarding, enrollments, renewals, and compliance communications.
Prepare and quality-check enrollment materials, welcome packets, and fulfillment items.
Track service tasks and ensure internal assignments are completed on time.
Follow up on outstanding forms, documents, and confirmations with clients and vendors.
Coordinate event and vendor meetings including scheduling, reminders, agendas, and attendee follow-up.
Own meeting follow-ups by logging notes and action items, updating Slack/CRM, and creating ClickUp tasks to maintain accountability.
System Coordination & Documentation
Maintain up-to-date records in GoHighLevel (GHL) and agency file systems.
Ensure documentation is stored properly, accurately labeled, and accessible to the team.
Participate in SOP creation and continuous refinement of service and logistics workflows.
Support setup and configuration of administrative systems (e.g., BenAdmin, compliance tools) when applicable.
After every client touchpoint, update GHL and ClickUp with notes, tasks, and due dates so the Sentinel always has a clear picture.
Internal Communication & Teamwork
Participate in team check-ins, daily standups, and comms loops to keep work moving.
Provide support to other departments (System & Success, Wayseekers, Producers) during peak times.
Offer input and feedback on ways to improve client and member service delivery across the team.
Required Skills & Abilities
Strong organizational skills; able to manage multiple service workflows.
Empathy-driven customer service orientation.
Excellent written and verbal communication.
Comfort with CRM systems (GHL preferred), task managers, and Google Workspace.
Self-motivated, proactive, detail-oriented.
Able to adapt in a dynamic, fast-paced remote team.
Education & Experience
2–3 years in administrative, service coordination, or client-facing support.
Insurance, benefits, or healthcare experience preferred.
Health & Life Insurance License preferred or willingness to obtain (bonus and expanded duties available).
Performance Metrics (add to scorecards)
% of benefit terminations/confirmations processed on time.
% of vendor/client communications responded to within SLA.
% of meeting follow-ups logged in GHL/ClickUp within 1 business day.
Task on-time rate for assigned service items.
Client/member satisfaction signals from follow-ups and ticket closures.
Why Join Us?
Collaborative team redefining service delivery.
Client-focused mission with a concierge-level experience.
Clear path to advance into a Jedi Sentinel (Account Manager) role.
