Client Intake Specialist

Description:

AMBA is seeking a detail oriented Client Intake Specialist to join our growing Client Delivery Team!

About AMBA

Since 1981, AMBA has been a trusted provider of essential coverage for retired public servants nationwide. Our reach extends to diverse groups, including hardworking public employees, state retirees, educators, military personnel, trade professionals, firefighters, law enforcement, Unions, Alumni groups, Allied Healthcare, and other non-profit associations. As a full-service marketing and membership development company, we proudly offer outstanding insurance services to our vast network of 44 million members across 450+ associations in all 50 states.

Benefits

• Comprehensive benefits package including medical, dental, and vision insurance, spending accounts, and other voluntary benefits.
• Annual Bonus Program.
• Corporate 401k Matching.
• Generous time off including vacation days, 10 paid company holidays, and paid parental leave.
• Sick time that can be used for both physical and mental wellness days.
• Community Involvement perks, including 1 paid day off each year to volunteer with a local charity of your choice and company volunteer events.
• Free, confidential counseling and support through our Employee Assistance Program (EAP).
• Support & development to cultivate your knowledge and continuing education to support your professional designations.
• Business casual dress code.
• Hybrid work arrangement.

About the Role

The Client Intake Coordinator manages the accurate, timely, and compliant intake of paper and electronic submissions across multiple lines of business. This role serves as a centralized intake point for leads, memberships, new business, and return mail, supporting many different internal teams by ensuring data integrity, meeting turnaround standards, and maintaining compliance across systems. Additionally, they will assist in the management of the office building, taking over front desk support and other tasks as needed.

Day to Day

• Monitor and process submissions from shared email inboxes, ensuring timely routing, tracking, and follow-up.
• Receive, scan, and process Business Reply Cards during AEP/OEP, including barcoded and manual entries, meeting 48-hour turnaround requirements.
• Review, validate, and process paper membership applications, ensuring accuracy, eligibility, and compliance with association requirements.
• Manage ScanStation membership reports by removing duplicates, correcting data discrepancies, and reconciling physical and digital records.
• Receive and process field new business and annuity issuance packets within required SLAs, identifying duplicates and coordinating distribution and shipping.
• Prepare and distribute intake summaries and weekly reports to sales and field leadership, highlighting status and exceptions.
• Conduct weekly duplicate and compliance reviews across multiple product lines, validating eligibility and submission timing.
• Process paper applications, enter data into Salesforce, and coordinate submission, follow-up, or secure document disposal.
• Review and route DocuSign, direct mail, and return mail items, updating records for undeliverable mail, address changes, and deceased notifications.
• Assist in managing the front desk, directing packages, and supporting administrative tasks as needed.
• Perform other duties as assigned.

Requirements:

• High school diploma or equivalent.
• 2+ years of experience in intake processing, administrative operations, or client documentation workflows.
• Strong attention to detail and ability to manage high-volume, time-sensitive intake.
• Experience handling confidential and compliance-sensitive information.
• Proficiency with Microsoft Outlook and basic reporting tools.
• Ability to work onsite and manage paper-based workflows.
• Experience in insurance, financial services, or membership-based organizations.
• Familiarity with Salesforce, ScanStation, or similar intake systems.
• Knowledge of compliance standards related to client documentation

AMBA is an equal opportunity employer committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. We value diversity and the skills, knowledge, and experience that difference brings to our culture, attracting top talent with shared values and forming the foundation for a great place to work.