Onboarding Coordinator

Job Title: Onboarding Coordinator

Department: Client Services 

Reports to: Director, Agency Operations

Location: Holmdel, NJ

About Heathos

Heathos is transforming the healthcare insurance landscape through a connected, data-driven ecosystem that simplifies complexity and drives long-term success. Built on trust, innovation, and integrity, we provide technology, services, and insights that support agencies, carriers, and members at every stage. Our family of brands—FirstEnroll, AdminOne, and SonicMarketing—works together to streamline operations and deliver a seamless insurance experience.

Position Summary

The Onboarding Coordinator serves the Sales and Agency Experience (AX) teams by supporting end-to-end agency onboarding and implementation, preparing reporting and analytics, and optimizing sales processes. This role ensures new agencies launch smoothly and empowers teams with insightful data to drive operational efficiency and strategic outcomes.

Key Responsibilities

Agency Onboarding & Project Management

• Support the full calibration and onboarding process: coordinate documentation, contracts, compliance, and system setup.
• Serve as a primary point of contact for new agencies, resolving questions/issues and ensuring timely activation.
• Collaborate cross-functionally with Legal, Compliance, IT, Marketing, Finance, and Sales teams to align onboarding initiatives.
• Develop, update, and deliver training materials and resources to educate agencies on systems, processes, and best practices.
• Oversee onboarding timelines, track progress using project-management tools, and ensure milestones are met.

Sales Operations & Reporting

• Design, maintain, and enhance dashboards and custom reports (Excel, Power BI, SQL) to monitor KPIs: onboarding time, agency productivity, pipeline, and revenue impacts.
• Extract, clean, and validate data from Salesforce, REDCap, SQL databases, and other systems to ensure accuracy and consistency.
• Support Sales, AX, Finance, and IT stakeholders in defining reporting needs and building scalable solutions.

Process Improvement & Standardization

• Identify inefficiencies and recommend operational improvements; leverage automation tools to streamline workflows.
• Stay current with industry best practices, including data-compliance standards (e.g., HIPAA, GCP) where relevant.

Qualifications

• Associate’s degree in Business, Project Management, Health Administration, or a related field (e.g. Public Health). Bachelor’s degree preferred.
• 2-3 years in sales operations, implementation, or data-analytics roles; onboarding experience strongly preferred.
• Proficiency with CRM and data systems (Salesforce, REDCap, SQL, Excel/Power BI).
• Familiarity with project management platforms (e.g. Monday.com).
• Experience with APIs, data transformation, and automation.

Skills & Competencies

• Exceptional project management skills and ability to juggle multiple priorities.
• Excellent communication, training, and presentation abilities.
• Analytical mindset with precision attention to detail.
• Customer centric, proactive approach to building relationships with agencies and internal teams.
• Knowledge of data compliance regulations is a plus.

Heathos is proud to be an equal opportunity and affirmative action employer. We are committed to building a workforce that is representative of the agencies, carriers, and members we serve, creating a culture of belonging, and providing an equal employment opportunity regardless of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition (including breastfeeding), expecting or parents-to-be, criminal histories consistent with legal requirements, or any other basis protected by law. See also Know Your Rights: Workplace Discrimination is Illegal.

If you have a need that requires accommodation, please let us know here.

Heathos is a binational company and, in order to facilitate efficient collaboration and communication binationally, English proficiency is a requirement for all roles unless stated otherwise in the job posting.