Claims Management Administrative Support Specialist

LOCATION: San Diego, CA (Hybrid – Monday–Thursday onsite, Friday remote)

SCHEDULE: Monday–Friday, approximately 8:00 a.m.–5:00 p.m.

DURATION: 2-Year Contract

PAY:$20-25/hr.

Job Responsibilities:

In this role, you will provide administrative and operational support to the Claims Management department and its Senior Manager. Key responsibilities include:

• Supporting day-to-day claims operations, including claim documentation, records management, correspondence, and data entry.
• Opening claims in the claim management system and maintaining accurate, complete claim files.
• Ensuring all required recovery claim documentation is included in claim files, such as damage reports, police reports (when applicable), ISO reports, and bankruptcy checks.
• Running reports, tracking claim-related information, and processing check requests.
• Monitoring and responding to department-level voicemail and providing general administrative support.
• Assisting with departmental organization, workflow coordination, and special projects as needed.

Essential Duties and Job Functions:

• Organize, maintain, and update claim files, records, and related documentation to ensure accuracy and completeness.
• Review recovery claim files to verify that all required supporting documents are present.
• Open claims in the claim management system and enter relevant information accurately and efficiently.
• Prepare, process, and track claim-related correspondence, documentation, and check requests.
• Generate reports and maintain tracking logs to support departmental operations.
• Monitor department-level voicemail, respond to inquiries, and direct communications to the appropriate personnel.
• Provide administrative support to the Claims Management Senior Manager, including coordinating tasks and managing competing priorities.
• Perform general administrative duties, including filing, document preparation, recordkeeping, and mail distribution as needed.
• Maintain confidentiality and handle sensitive claim-related information with professionalism and discretion.
• Collaborate with Claims Management staff and Legal department stakeholders to support efficient operations.
• Adapt to changing priorities, learn new systems and procedures quickly, and ensure administrative tasks are completed accurately and on time.

Knowledge & Skills:

• Exceptional organizational skills and meticulous attention to detail.
• Strong written and verbal communication skills, including professional correspondence and customer service.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to learn claim management systems and other business applications quickly.
• Strong data entry, recordkeeping, document management, and reporting skills.
• Ability to review documentation for completeness, accuracy, and consistency.
• Excellent time management and prioritization skills, with the ability to manage multiple tasks in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently while supporting a team.
• Professional interpersonal skills and the ability to interact effectively with employees, management, and Legal department stakeholders.
• Ability to handle confidential information responsibly and exercise sound judgment.
• Flexibility to adapt to evolving departmental needs and business priorities.

Education & Experience:

• High school diploma or equivalent required.
• 2–5 years of relevant administrative or office support experience preferred.
• Experience in claims administration, records management, or a similar operational support role is a plus.
• Additional college coursework or education in business administration or a related field is preferred.
• Experience with Microsoft Office and data entry systems required.
• Familiarity with claim management systems, recovery documentation, or legal department processes is beneficial.

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