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

Company H1B Sponsorship