Claims Administrative Support

Smart AutoCare; Richardson (TX); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Full benefits package

Tuition assistance

Job summary

Smart AutoCare in Richardson, TX seeks a detail‑oriented administrative associate to process mail, manage claims and billing workflows, and perform data-driven reporting. You will support cross‑functional teams, reconcile credit card activity, and prepare monthly summaries and ad‑hoc analyses.

The role emphasizes accuracy, financial controls, and process improvement, with opportunities to contribute to forecasting and dashboards for leadership.

Qualifications

• High School Diploma or equivalent required.
• 1-2 years of customer service/administrative experience; experience in a similar industry preferred.

Responsibilities

• Process incoming and outgoing mail related to claims and billing operations.
• Prepare and maintain regular reports, including monthly summaries and ad-hoc analyses.
• Manage credit card reconciliation and monitor recovery reports.
• Process weekly billing files and ensure accurate data entry.
• Investigate and resolve credit or charge disputes.
• Research and process customer claims and reimbursements, ensuring policy compliance.
• File and track vendor incident reports as needed.
• Provide general administrative support and respond to internal and client inquiries.
• Maintain accurate and up-to-date internal records and documentation.
• Support cross-functional teams with reporting, billing, and client service tasks.
• Researching parts and replacement costs; ordering necessary parts and replacements.
• Maintaining servicer location data and maps
• Entering and updating temporary specialty policies as required
• Compile, validate, and analyze operational and financial data to identify trends, cost drivers, and service opportunities
• Develop and maintain recurring dashboards and performance reports for leadership review
• Generate ad hoc reporting to support business decisions, audits, and strategic initiatives
• Monitor key performance indicators related to claims, billing, reimbursements, and vendor performance
• Ensure data accuracy and integrity across internal systems and reporting tools
• Identify process gaps through data analysis and provide actionable recommendations for improvement
• Partner with cross-functional teams to translate reporting insights into operational enhancements
• Support forecasting, workload analysis, and capacity planning efforts as needed
• Participate in any projects, reports, documentation, tasks or objectives assigned

Skills

Interpersonal skills

Customer service

Excel

Outlook

Salesforce

Data analysis

Attention to detail

Cross-functional collaboration

Education

High School Diploma or equivalent

Tools

Excel

Outlook

Salesforce

Job description

Responsibilities include processing mail, researching and paying out claims, preparing reports, and managing credit card reconciliation with a strong emphasis on accuracy and financial controls. You will also be responsible for processing weekly billing files, resolving credit and charge disputes, confirming plan setups, handling customer reimbursements, and filing vendor incident reports. Additionally, the role requires researching parts and replacement costs, ordering necessary parts and replacements, maintaining service location data and maps, and entering and updating temporary specialty policies as required.

Beyond daily transactional responsibilities, this role will support data analytics and reporting initiatives. This includes compiling, validating, and analyzing operational and financial data to identify trends, cost drivers, service gaps, and process improvement opportunities. You will generate recurring and ad hoc reports, maintain reporting dashboards, ensure data integrity across systems, and provide insights that support leadership decision-making and operational strategy. The position requires the ability to translate data into clear, actionable recommendations and proactively identify opportunities to enhance efficiency and performance.

Minimum Qualifications

• High School Diploma or equivalency required.
• 1-2 years of customer service/administrative experience; experience in a similar industry or in an office environment performing clerical duties is preferred.

Primary Job Functions

• Process incoming and outgoing mail related to claims and billing operations
• Prepare and maintain regular reports, including monthly summaries and ad-hoc analyses
• Manage credit card reconciliation and monitor recovery reports
• Process weekly billing files and ensure accurate data entry
• Investigate and resolve credit or charge disputes
• Research and process customer claims and reimbursements, ensuring policy compliance
• File and track vendor incident reports as needed
• Provide general administrative support and respond to internal and client inquiries
• Maintain accurate and up-to-date internal records and documentation
• Support cross-functional teams with reporting, billing, and client service tasks
• Researching parts and replacement costs; ordering necessary parts and replacements
• Maintaining servicer location data and maps
• Entering and updating temporary specialty policies as required
• Compile, validate, and analyze operational and financial data to identify trends, cost drivers, and service opportunities
• Develop and maintain recurring dashboards and performance reports for leadership review
• Generate ad hoc reporting to support business decisions, audits, and strategic initiatives
• Monitor key performance indicators related to claims, billing, reimbursements, and vendor performance
• Ensure data accuracy and integrity across internal systems and reporting tools
• Identify process gaps through data analysis and provide actionable recommendations for improvement
• Partner with cross-functional teams to translate reporting insights into operational enhancements
• Support forecasting, workload analysis, and capacity planning efforts as needed
• Participate in any projects, reports, documentation, tasks or objectives assigned

The above-cited duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.

Skills & Competencies Required

• Strong interpersonal, customer service, and communication skills
• Self-motivated with a proactive, problem-solving mindset
• Proficient in Excel, Outlook, and Salesforce
• Critical thinking and analytical skills
• Highly organized with strong attention to detail and ability to multitask
• Strong analytical and data interpretation skills, with the ability to translate complex datasets into actionable insights
• Proficiency in reporting tools and Excel or other data management platforms to support operational and financial analysis
• Ability to identify trends, monitor key performance indicators, and make data-driven recommendations for process improvements

Additional Information

Full benefit package including medical, dental, life, vision, company paid short/long term disability, 401(k), tuition assistance and more.