Purpose

The Administrative Assistant must possess the ability to handle clerical and administrative duties such as generating reports and communicating via phone and email to provide exceptional customer service to McLarens internal and external customers. The incumbent must have strong problem-resolution skills, be detail-oriented, and enjoy working in a fast-paced team environment with professionals dedicated to providing exemplary customer service. The Administrative Assistant will manage multiple competing priorities and meet (sometimes short) deadlines with a positive and enthusiastic attitude. This role involves various responsibilities and requires flexibility and a willingness to take initiative to learn business acumen and terminology.

Key Accountabilities

• Transcription of dictation and/or sending/receiving transcription to and from service; proofing incoming transcription documents.

• Facilitate the data for file set-up of new assignments to the Center of Excellence and completing claim acknowledgment letters.

• Input and maintain data into Company claims software systems and claim file maintenance to keep data current as required.

• Telephone and email liaison with clients/insureds/co-workers.

• Assist adjusters with sending out Reports and proofs of Loss, monitor for return, forward to the carrier for payment, and follow up for payment if required. Also, assist with other correspondence as needed. 

• Prepare Unbilled Detail Reports for invoicing and monitor the adjuster’s WIP report weekly for billing and file closure.

• Ensure outside contractors’ invoices are handled according to corporate procedures on a timely basis.

• Assist as needed for accounts receivable, working with the Collections Manager and adjusters to maximize collection activity.

• Maintenance of bordereau and records for clients, as needed, including trust accounts.

• Process Incoming Funds Notice and Trust Disbursement Requests for monies in Trust.

• Expense report review.

• General office duties, i.e., scanning, pickup/drop off mail and distribution of mail.

• Monitor calls, incoming emails, and faxes for your team, and take appropriate actions in a timely fashion.

• Input and maintain data into Company software systems as required.

• Other office duties as assigned by Office Manager and Regional Office Manager. 

Experience and Qualifications

• Strong knowledge of MS Word, MS Excel, Adobe, Outlook, and Teams

• Strong attention to detail and accuracy

• Organized and able to prioritize; ability to work with minimal supervision once trained

• The employee should be analytical, detail-oriented, flexible, and decisive. He/she should be able to multi-task and cope with deadlines.

• Strong communication and interpersonal skills

• Proactive, flexible with a high degree of initiative, able to work well both independently as well as within a team environment.

• Some experience in the insurance industry is preferred.

• Experience working in an Administrative Assistant role or an equivalent position.

• High School diploma or equivalent

• Minimum of 5+ years office experience 

Benefits

This position includes a competitive salary, paid vacation and holidays, and full health benefits, including medical, dental, life, and disability, as well as a 401(k) plan with company match.