Administrative Assistant

Purpose

McLarens is searching for an Administrative Assistant working hybrid and supporting in the Tampa area. The Administrative Assistant must possess the ability to handle clerical and administrative duties such as generating reports and communicating via phone and email and provide exceptional customer service to our internal and external customers. This position is hybrid.

Our ideal candidate is someone who has strong problem-resolution skills, is detail-oriented, and enjoys working in a fast-paced team environment with professionals dedicated to providing exemplary customer service.

The Administrative Assistant will be expected to manage multiple competing priorities and meet (sometimes short) deadlines with a positive and enthusiastic attitude. This position involves various responsibilities and requires flexibility and a willingness to take the initiative to learn business acumen and terminology.

Key Accountabilities

• Transcription of dictation and/or send/receive transcription to and from service, proof incoming transcription documents
• Facilitate the data for file set-up of new assignments to the Center of Excellence; claim acknowledgement letters
• Input and maintain data into Company claims software systems as required; claim file maintenance to keep data current
• Telephone and email liaison with clients/insureds/co-workers
• Assist adjusters with sending out Reports, Proofs of Loss, monitor for return, forward to carrier for payment, and follow up for payment if required, other correspondence as needed
• Prepare Unbilled Detail Reports for invoicing and monitor 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
• Perform other office duties as directed by Office Manager and Regional Office Manager
• The employee should be analytical, detail-oriented, flexible, and decisive. He/she should be able to multi-task and cope with deadlines
• To perform this job successfully, the employee must possess strong communication and interpersonal skills so that effective working relationships can be developed and maintained
• The employee should be competent in utilizing office equipment including but not limited to computer, e-fax, multi-function copier/scanner, etc. as well as excellent keyboarding/typing skills
• The employee should possess a working knowledge related to the Microsoft suite of products; specifically, Outlook, Word, and Excel
• To perform this job successfully, the employee should possess a high degree of initiative and be able to work well both independently as well as within a team environment
• Other duties as assigned

Experience and Qualifications

• Strong attention to detail and accuracy
• Organized and able to prioritize; ability to work with minimal supervision once trained

• High School diploma or equivalent
• Minimum of 5+ years’ office experience
• Some experience in the insurance industry preferred
• Experience working in Administrative Assistant role or equivalent position
• Strong knowledge of MS Word, MS Excel, Adobe, Outlook, and Teams
• Strong verbal, grammar, and written communication skills

Benefits

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