Admin Assistant

Hydrogen Group; San Diego (CA); Hybrid; USD 28,000 - 34,000; Full time

Job summary

Hydrogen Group in San Diego, CA seeks a Claims Management Administrative Support Specialist for a hybrid, 2-year contract. Schedule is Monday–Friday, 8:00 a.m.–5:00 p.m., with onsite Monday–Thursday and Friday remote, paying $20–$25/hr.

You will assist the Claims Management department with documentation, data entry, claim opening, reporting, and workflow coordination with the Senior Manager and Legal department. Strong organizational and MS Office skills are essential.

Qualifications

• High school diploma or equivalent.
• 2–5 years of relevant administrative or office support experience preferred.
• Experience in claims administration, records management, or a similar operational support role is a plus.
• Proficiency with Microsoft Office and data entry systems.

Responsibilities

• Support day-to-day claims operations, including documentation, records management, correspondence, and data entry.
• Open claims in the claim management system and maintain complete files.
• Ensure all required recovery claim documentation is included in claim files (damage reports, police reports where applicable, ISO reports).
• Run reports, track claim-related information, and process check requests.
• Monitor voicemail and provide general administrative support.

Skills

Organizational skills

Written and verbal communication

Microsoft Word/Excel/Outlook

Learn claim management systems

Data entry and recordkeeping

Reporting and analytics

Time management

Problem solving

Interpersonal skills

Confidentiality and discretion

Adaptability

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Claims Management Administrative Support Specialist

LOCATION: San Diego, CA (Hybrid – Monday–Thursday onsite, Friday remote)
SCHEDULE: Monday–Friday, approximately 8:00 a.m.–5:00 p.m.
DURATION: 2-Year Contract
PAY: $20-25/hr.

Job Responsibilities:

In this role, you will provide administrative and operational support to the Claims Management department and its Senior Manager. Key responsibilities include:

• Supporting day-to-day claims operations, including claim documentation, records management, correspondence, and data entry.
• Opening claims in the claim management system and maintaining accurate, complete claim files.
• Ensuring all required recovery claim documentation is included in claim files, such as damage reports, police reports (when applicable), ISO reports, and bankruptcy checks.
• Running reports, tracking claim-related information, and processing check requests.
• Monitoring and responding to department-level voicemail and providing general administrative support.
• Assisting with departmental organization, workflow coordination, and special projects as needed.

Essential Duties and Job Functions:

• Organize, maintain, and update claim files, records, and related documentation to ensure accuracy and completeness.
• Review recovery claim files to verify that all required supporting documents are present.
• Open claims in the claim management system and enter relevant information accurately and efficiently.
• Prepare, process, and track claim-related correspondence, documentation, and check requests.
• Generate reports and maintain tracking logs to support departmental operations.
• Monitor department-level voicemail, respond to inquiries, and direct communications to the appropriate personnel.
• Provide administrative support to the Claims Management Senior Manager, including coordinating tasks and managing competing priorities.
• Perform general administrative duties, including filing, document preparation, recordkeeping, and mail distribution as needed.
• Maintain confidentiality and handle sensitive claim-related information with professionalism and discretion.
• Collaborate with Claims Management staff and Legal department stakeholders to support efficient operations.
• Adapt to changing priorities, learn new systems and procedures quickly, and ensure administrative tasks are completed accurately and on time.

Knowledge & Skills:

• Exceptional organizational skills and meticulous attention to detail.
• Strong written and verbal communication skills, including professional correspondence and customer service.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to learn claim management systems and other business applications quickly.
• Strong data entry, recordkeeping, document management, and reporting skills.
• Ability to review documentation for completeness, accuracy, and consistency.
• Excellent time management and prioritization skills, with the ability to manage multiple tasks in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently while supporting a team.
• Professional interpersonal skills and the ability to interact effectively with employees, management, and Legal department stakeholders.
• Ability to handle confidential information responsibly and exercise sound judgment.
• Flexibility to adapt to evolving departmental needs and business priorities.

Education & Experience:

• High school diploma or equivalent required.
• 2–5 years of relevant administrative or office support experience preferred.
• Experience in claims administration, records management, or a similar operational support role is a plus.
• Additional college coursework or education in business administration or a related field is preferred.
• Experience with Microsoft Office and data entry systems required.
• Familiarity with claim management systems, recovery documentation, or legal department processes is beneficial.