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

Responsible for the overall clerical support of the branch office with the main purpose being to expedite reporting and provide administrative support for the adjusters and Office Manager.

Essential Duties & Responsibilities: 

• Review new losses with adjusters and accurately set up new assignments according to McLarens protocol. Immediate acknowledgement to client/adjuster and Policyholder.
• Assist adjusters with preparing timely reports for clients. Includes dictation, converting documents to PDF, copy appropriate parties Market Participation worksheets and update diary tasks. May include minor editing.
• Monitor calls, incoming faxes, text messages, and e-mails for your team and take appropriate actions. Respond within 24 hours.
• Every week, monitor and run the adjuster’s WIP report.
• Review unbillable files and coordinate with adjuster and billing team to move files to bill qualified status. Update diary tasks with adjuster.
• Serve as a telephone liaison to clients/insureds and other adjusters with direction from OM or assigned adjuster, as required.
• Assist with preparing and sending out Proofs of Loss, monitor for return, forward to the carrier for payment, and follow up for payment if required.
• Ensure outside contractors’ invoices are approved by the adjuster and forwarded to Corporate carriers and underwriters on a timely basis (note: please refer to the OM for other TPA OC procedures)
• Track accounts receivable, working with the Office Manager and the Accounts Receivable Team, to maximize collection activity. A/R Report to go over with adjuster per OM instructions.
• Maintain adjuster’s tasks in McLarens One system as required.
• Other duties as assigned.

Required Experience & Skills:

• High School diploma or equivalent
• Minimum of 5+ years’ office experience
• Some experience in the insurance industry preferred
• Experience with billing, accounts receivable, and billing tasks preferred
• Strong knowledge of MS Word, MS Excel, Adobe, Outlook, and Teams
• Strong verbal, grammar, and written communication skills
• Fluency with numbers and strings of numbers
• Able to problem solve and ask pertinent questions
• Excellent interpersonal skills and ability to collaborate with others and work in a team
• Strong attention to detail and accuracy
• Organized and able to prioritize; Ability to work with minimal supervision once trained

Essential Physical Requirements:

• Must be able to remain in a stationary position 50% of the time. (Regularly).
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. (office & hybrid roles). (Occasionally).
• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and computer printer. (Regularly).

McLarens Benefits – “It’s All Here”

• Health Insurance - Medical, Dental, Vision, Life, and Disability Insurance
• Health Saving/Flexible Spending - access to flexible spending and health savings accounts
• Retirement – 401(k) program with company match
• Pet Benefits – ensuring the well-being of your extended family
• Identity Theft Insurance – offering security and peace of mind
• Wellness Programs - supports financial, physical, and mental well-being
• Career Development – fostering growth and advancement in the workplace
• Community Day of Service/Float Holiday – our Day of Service promotes community involvement, and our personal float holiday can be used as desired
• Employee Discount Program - offers exclusive discounts and deals on a wide range of products and services
• Employee Assistance Program - designed to provide life balance support and counseling.

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.