Claims Administrative Assistant

About the Role

As the Claims Administrator, you will be the organizational backbone of the claims team. You will manage the team’s shared inbox, ensure claims progress by routing information correctly, and handle ad hoc requests to support Claims Specialists in achieving excellent client outcomes. This role is suitable for individuals early in their careers who are highly organized, detail-oriented, and eager to learn the commercial insurance claims process within a fast-paced, tech-enabled environment.

What You’ll Do

• Inbox Management & Triage
• Monitor and manage the claims team’s shared email inbox, ensuring all messages are reviewed, sorted, and promptly routed.
• Identify urgent or time-sensitive items (e.g., new loss notices, carrier deadlines, client escalations) and flag them for the team.
• Respond to routine inquiries from clients, carriers, and adjusters, including acknowledging receipt, requesting missing information, or providing status updates.
• Track open requests to ensure timely resolution.
• Claims Administrative Support
• Assist in preparing and submitting first notices of loss (FNOLs) to carriers under the guidance of Claims Specialists.
• Gather, organize, and follow up on claim documentation, such as loss runs, photos, invoices, and correspondence.
• Maintain accurate and up-to-date records of claims activity in the proprietary agency management system.
• Request and organize loss runs for new and existing clients, including support for new business claims audits.
• Schedule client meetings, claims reviews, and carrier calls, and assist in preparing necessary materials.
• Ad Hoc & Team Support
• Undertake ad hoc requests from the claims team and the broader organization, including research, data extraction, and document preparation.
• Assist in compiling data and materials for quarterly claims reviews.
• Maintain organized and current shared folders, trackers, and templates.
• Act as a key point of coordination between the claims team and other internal departments.
• Process & Technology
• Utilize claims management tools and automation for efficient and accurate work.
• Identify recurring bottlenecks or repetitive tasks in the inbox and propose streamlining solutions.
• Learn the claims process on the job, with potential to advance into a Claims Specialist role.

Who You Are

• Experience
• 0–2 years of experience in an administrative, customer service, or operations role.
• Insurance experience is a plus but not required.
• Interest in learning commercial insurance and the claims process.
• Skills & Competencies
• Highly organized, with strong attention to detail and the ability to manage multiple requests simultaneously.
• Clear, professional written and verbal communication skills.
• Good judgment in prioritizing tasks and knowing when to escalate issues.
• Proactive and dependable, capable of working independently while being a strong team player.
• Eager to learn and receptive to feedback.
• Tech-Savvy Mindset
• Comfortable working in a digital-first brokerage environment.
• Proficient with email, spreadsheets, and shared drives (e.g., Google Workspace), and adept at learning new software quickly.
• Licensing & Certifications (Preferred, Not Required)
• Property & Casualty or Adjuster’s License, or willingness to obtain one.
• Interest in pursuing industry designations such as AIC or CPCU over time.