Technical Systems & Documentation Specialist (2731)

The Word & Brown Companies is seeking a Technical Systems & Documentation Specialist to support cross-functional projects and operational initiatives. This role involves coordinating projects, maintaining documentation, and supporting system updates while working closely with various teams. Responsibilities - Serve as a Project Coordinator for initiatives across Choice Administrators and Word & Brown divisions - Assign and track project tasks to ensure timely completion and alignment with project goals - Facilitate cross‑functional meetings, capture action items, prepare project documentation, and provide progress updates to stakeholders - Support small- to mid-scale projects using Monday.com and other project management tools - Identify opportunities to streamline Shared Services and Operations through improved workflows, automation, and enhanced documentation - Create and maintain detailed documentation for all technical systems, workflows, and operational procedures across Shared Services and Operations - Maintain a centralized SharePoint repository to support audits, training, and organizational knowledge sharing - Document CTP operational processes and ensure consistent version control and accessibility - Standardize documentation formats and ensure alignment with organizational requirements - Track User Acceptance Testing by documenting issues or bugs along with lessons learned - Conduct retrospective meetings with leadership presenting lessons learned, next steps - Document vendor requirements, SLAs, equipment specifications, and contract terms for all hardware and software - Coordinate with leadership and vendors to ensure timely renewals, compliance, and resolution of service issues - Track and document all vendor interactions, maintenance schedules, and equipment lifecycle details - Expedite collection of signatures and support procurement and legal teams with contract documentation - Support physical and digital inventory audits to ensure accuracy and alignment with operational needs - Interact with clients, vendors, and visitors in a friendly and professional manner - Prepare reports, presentations, and project materials for leadership - Maintain consistent and reliable attendance, whether on-site or remote, as an essential function of the role - Assist in the fulfillment of Cal Choice and Choice Builder monthly renewals - On-site or remote regular attendance and punctuality are essential functions of the job - Performs other business tasks or functions as assigned Skills - Excellent written and verbal communication skills with strong attention to detail - Proficient in Microsoft Office programs, including Word, Excel, PowerPoint, as well as Outlook - Experience with Microsoft 365 tools, especially SharePoint, Teams, and OneDrive - Familiarity with process documentation, SOP creation, and workflow mapping - Strong organizational skills with the ability to coordinate multiple projects and priorities across departments - Ability to collaborate with cross-functional teams, IT, leadership, and external vendors - Ability to work well in a fast‑paced, deadline‑driven environment - Ability to multitask effectively - Adhere to all PHI (Protected Health Information) and HIPAA (Health Insurance Portability and Accountability Act) guidelines - High School Diploma or equivalent required - Must be able to sit for extended periods of time and occasional standing and walking - Must have adequate hearing for phone work - Vision requirements include close vision and the ability to adjust focus - Must be able to communicate effectively in English - Must be able to use a keyboard and other office equipment - Ability to lift up to 50 pounds occasionally - Knowledge of the health insurance industry and prior customer service experience preferred - Four (4) year college degree preferred Company Overview - The Word & Brown Companies provides health insurance solutions to individuals and families. It was founded in 1985, and is headquartered in Orange, California, USA, with a workforce of 501-1000 employees. Its website is https://www.wbcompanies.com. Company H1B Sponsorship - The Word & Brown Companies has a track record of offering H1B sponsorships, with 1 in 2021. Please note that this does not guarantee sponsorship for this specific role.