A Program Administrator provides support to the branches on tasks related to program compliance. The Program Administrator is responsible for confirming timely and accurate entry of project details in the company’s established insurance program system(s). Collaborates with Project Managers and Project Coordinators to meet and exceed client’s expectations. This position reports directly to the Program Manager.

Key Responsibilities

Core responsibilities for the position are as follows:

  • Confirms that all project milestones are completed in a timely manner.
  • Reviews all open projects to confirm that the necessary documentation is uploaded in compliance with Insurance carrier guidelines.
  • Runs reports in XactAnalysis and program platforms; confirming and ensuring required information is updated on insurance related program systems for compliance.
  • Reviews files daily to ensure that any needed approvals are in place, (i.e. extended dry-times, and the use of specialty equipment)
  • Works co-operatively with Branch Managers, Project Managers, and Project Coordinators to ensure company meets required program deadlines.
  • Conducts weekly meetings with Project Coordinators to review open assignments, and to get any pending items to completion.
  • Identifies trends, and common issues; communicates and proposes solutions to Program Manager.
  • Holds refresher meetings to review program requirements and share best practices.
  • Reviews request for revisions or questions of the bills for accuracy with quality assurance representatives, Project Managers, and Project Coordinators to get them to resolution.
  • Revises billing with approved changes as needed.
  • Communicates with Accounting/Invoicing department regarding revised invoice amounts.
  • Develops and retains relationships with external clients.
  • Assists Program Manager in reviewing program requirements to reflect changes/updates as needed.
  • Provides administrative support to Central Billing and other department staff at direction of Program Manager.