Bi-Lingual Front Office Coordinator

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

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

Client Support & Application Processing

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.

Administrative & Operational Support

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)

Human Resources Support

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

Qualifications

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/Knowledge/Skills/Abilities/Training

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.

Physical Requirements

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

Company Benefits

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