Administrative Assistant (Miami - Remote, FL, US)

McLarens

Experience: 5+ yrs
Location: Miami, Florida, United States
Job type: Full-time

Required skills

Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Adobe

About the role

Purpose

McLarens is searching for an Administrative Assistant working remotely and supporting in the Miami area. 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 our internal and external customers. This position is fully remote. Our ideal candidate is someone who has strong problem-resolution skills, is detail-oriented, and enjoys working in a fast-paced team environment with professionals dedicated to providing exemplary customer service. The Administrative Assistant will be expected to manage multiple competing priorities and meet (sometimes short) deadlines with a positive and enthusiastic attitude. This position involves various responsibilities and requires flexibility and a willingness to take the initiative to learn business acumen and terminology.

Key Accountabilities

• 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

• Perform other office duties as directed by Office Manager and Regional Office Manager

• The employee should be analytical, detail-oriented, flexible, and decisive. He/she should be able to multi-task and cope with deadlines

• To perform this job successfully, the employee must possess strong communication and interpersonal skills so that effective working relationships can be developed and maintained

• The employee should be competent in utilizing office equipment including but not limited to computer, e-fax, multi-function copier/scanner, etc. as well as excellent keyboarding/typing skills

• The employee should possess a working knowledge related to the Microsoft suite of products; specifically, Outlook, Word, and Excel

• To perform this job successfully, the employee should possess a high degree of initiative and be able to work well both independently as well as within a team environment

• Other duties as assigned

Experience and Qualifications

• Strong attention to detail and accuracy

• Organized and able to prioritize; ability to work with minimal supervision once trained

• High School diploma or equivalent

• Minimum of 5+ years’ office experience

• Some experience in the insurance industry preferred

• Experience working in Administrative Assistant role or equivalent position

• Strong knowledge of MS Word, MS Excel, Adobe, Outlook, and Teams

• Strong verbal, grammar, and written communication skills

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.

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:

Our people live by a shared set of values: Excellence, Teamwork, Respect, Knowledge, Thought
Leadership, and Accountability. Together, they contribute to an inclusive culture that will help you
thrive.

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.

About McLarens

Provides global insurance claims management and loss adjusting services.

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