McLarens is hiring: Administrative Assistant in Phoenix

Overview

Administrative Assistant role at McLarens. Location: Phoenix - Hybrid, AZ, US. Company: Halliwell (McLarens). Established in 1932, McLarens is a premier independent global insurance services provider offering loss adjusting, claims, risk management, forensic technical services, auditing, and pre-risk surveying with a global network.

Summary: Responsible for the overall clerical support of the branch office with the main purpose of expediting reporting and providing 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, including dictation, converting documents to PDF, copying appropriate parties, Market Participation worksheets, and updating diary tasks. May include minor editing.
• Monitor calls, incoming faxes, text messages, and e-mails for the team and respond within 24 hours.
• Weekly monitoring and running of the adjuster’s WIP report.
• Review unbillable files and coordinate with the adjuster and billing team to move files to billable status. Update diary tasks with the adjuster.
• Serve as a telephone liaison to clients/insureds and other adjusters with direction from the Office Manager or assigned adjuster.
• 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 (refer to the Office Manager for other procedures).
• Track accounts receivable, working with the Office Manager and Accounts Receivable Team to maximize collection activity. Review A/R reports with the 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 of 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
• Problem-solving abilities and the ability to ask pertinent questions
• Excellent interpersonal skills and ability to collaborate with others 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
• Occasional movement inside the office to access file cabinets, office machinery, etc. (office & hybrid roles)
• Constant use of a computer and office productivity machinery

Benefits

• Health Insurance – Medical, Dental, Vision, Life, and Disability Insurance
• Health Saving/Flexible Spending – access to flexible spending and health savings accounts
• Retirement – 401(k) with company match
• Pet Benefits – wellbeing of your extended family
• Identity Theft Insurance – security and peace of mind
• Wellness Programs – supports financial, physical, and mental well-being
• Career Development – fostering growth and advancement
• Community Day of Service/Float Holiday – community involvement and personal float holiday
• Employee Discount Program – exclusive discounts and deals
• Employee Assistance Program – life balance support and counseling

EEO Statement: 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 laws. The Company also prohibits harassment of applicants or employees based on any of these protected categories.