Project Synesis Administrative Assistant

RubixHR; Seattle, Northern (WA, KY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Hybrid/remote work

Career growth opportunities

Global exposure

Inclusive culture

Job summary

McLarens is seeking an Administrative Assistant in Seattle with remote flexibility. The role handles clerical duties, data entry, billing support, and client communication, supporting a fast-paced insurance service team.

The ideal candidate has strong MS Word/Excel skills, attention to detail, and at least 5 years of office experience. Hybrid work and professional development are offered where applicable.

Qualifications

• Proven ability to handle clerical and administrative duties.
• Strong attention to detail and accuracy.
• Experience with insurance industry is preferred.
• Minimum of 5+ years office experience.
• High school diploma or equivalent.

Responsibilities

• Transcription and proofing of dictation and documents.
• Data entry into claims software and file maintenance.
• Manage communications with clients, insureds, and coworkers via phone and email.
• Prepare unbilled detail reports and assist with billing processes.
• Support accounts receivable and coordinate with collections.
• Maintain records and processing for funds and trust disbursement.

Skills

Attention to detail

Organizational skills

Communication skills

Proactive

Teamwork

Analytical thinking

Multi-tasking

Independent work

Education

High School diploma or equivalent

Tools

MS Word

MS Excel

Adobe

Outlook

Teams

Job description

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Project Synesis Administrative Assistant

Date: Sep 9, 2026

Location: Seattle - Remote, WA, US

Company Brand: McLarens

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

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:

At McLarens, our commitments shape every experience- for our clients, our people, and the communities we serve.

• 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:

• 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.