Administrative Assistant

RubixHR; New York, Northern (NY, KY); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Flexible schedule where applicable

Global exposure

Inclusive culture

Job summary

McLarens, a premier loss adjusting and forensic technical services firm, seeks an Administrative Assistant to support our Center of Excellence. The role requires handling clerical duties, reporting, and strong customer service for internal and external clients.

You will manage multiple priorities in a fast-paced environment, support accountants and adjusters, and help maintain accurate records and timely communications. Hybrid work and professional development are offered.

Qualifications

• 5+ years of office experience
• Proficient with MS Word, MS Excel, Adobe, Outlook and Teams
• Strong attention to detail and accuracy
• Ability to prioritize and work with minimal supervision
• Experience in insurance or loss adjusting environment preferred

Responsibilities

• Transcription of dictation and sending/receiving transcription
• Input and maintain data into claims software systems and file maintenance
• Telephone and email liaison with clients/insureds/co-workers
• Assist adjusters with sending Reports and Proofs of Loss and follow up on payments
• Prepare Unbilled Detail Reports for invoicing and monitor WIP for billing/file closure
• Maintain margins for outside contractors’ invoices
• Assist with accounts receivable and collections activities
• Maintain bordereau and client records including trust accounts
• Process Incoming Funds Notices and Trust Disbursement Requests
• Review expense reports and monitor team communications
• Handle additional office duties as assigned by management

Skills

Strong communication and interpersonal

Detail-oriented

Problem-resolution

Ability to manage multiple priorities

Education

High School diploma or equivalent

Tools

MS Word

MS Excel

Adobe

Outlook

Teams

Job description

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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.


• 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

• Technical skills: e-fax, multi-function copier/scanner, etc., excellent keyboarding/typing skills, proficiency in 10-Key.


• 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

The workplace

Since 1932, we’ve been who people turn to in tough times. That’s a huge responsibility. It’s also a huge opportunity. McLarens is a premier independent loss adjusting and forensic technical services firm, with a global network that delivers consistently excellent service supported by deep local expertise.

Our work spans industries and the globe. From disaster relief to aviation, engineering to natural resources, our people get everything they need to impact lives on a global scale. We take our development seriously and offer careers that empower our people to strive for bigger goals and reach new heights. And we’ve got the expertise to help them get there: our Loss Adjusters boast an average of over 20 years' experience.

We’re building a culture where talent shines. Where ambition is everything. And people come first. It’s your career, so why compromise?

What Drives Us:

• Purpose: Positively impacting people and communities across the globe.


• Progress: Excellence, expertise, and growth opportunities.


• Place: Our culture of empowerment, support and belonging.

The Benefits:

Here’s what else we offer:

• Compensation: Competitive salary and performance-related incentives.


• Development: Access to technical training, global knowledge-sharing, and career growth opportunities.


• Wellbeing & Flexibility: Support to balance professional and personal life (e.g., hybrid work, flexible schedule where applicable).


• Global Exposure: Opportunity to work with colleagues and clients across different countries.


• Inclusive Culture: A collaborative environment where your voice and contribution are valued.

Individual progress, global purpose. It’s all here at McLarens.

Our Company is an equal employment opportunity employer. The Company’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, genetic information, religion, national origin, age, disability, veteran status, or any other basis protected by applicable federal, state, or local laws. The Company also prohibits harassment of applicants or employees based on any of these protected categories.