Administrative Assistant

Established in 1932, McLarens is a premier independent global insurance services provider with a widespread global presence. Specialising in complex, commercial, and niche markets, the company offers comprehensive loss adjusting, claims, and risk management services, along with forensic technical services, auditing, and pre-risk surveying. McLarens' extensive global network allows for consistent service delivery to clients globally, while also providing localized expertise and responsive support. Our seasoned adjusters boast an average of over 20 years of experience, catering to various industries with expertise in Property, Casualty, Crisis Management, Natural Resources, Construction & Engineering, Agriculture, Aviation, Forensic Accounting, Investigation, Marine, FAJ & Specie, Global TPA Services, and Environmental consulting services.

The professionals at McLarens live by a set of shared values that guide their actions and behaviors:

EXCELLENCE – We aim for nothing less than the highest standards in everything we do.

TEAMWORK – We work best when we work together with clients, colleagues, and suppliers alike.

RESPECT – We are trusted to keep our promises, act with integrity, and treat people the right way.

KNOWLEDGE – We know our market better than anyone, but still, we never stop developing.

THOUGHT LEADERSHIP – We use inspired thinking and pioneering solutions to stay ahead in an ever-changing market.

ACCOUNTABILITY – We move with urgency to deliver on our commitments and drive for results, even amid ambiguity.

Summary

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 McLaren’s internal and external customers.  The incumbent must have a strong problem-resolution skills, be detail-oriented, and enjoys 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.

Primary Duties & Responsibilities:

• 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

• 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 within 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

Skills & 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 preferred

• Experience working in Administrative Assistant role or equivalent position

• High School diploma or equivalent

• Minimum of 5+ years’ office experience

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.

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.