Administrative Assistant

<Job Summary>
The Administrative Assistant provides essential office and administrative support to the Claims Department. This includes managing incoming calls and mail, supporting claim processing activities, performing data entry, creating and organizing electronic claim files, and ensuring outstanding customer service for internal and external stakeholders.

<Duties>

• Manage all incoming phone calls via a multi-line switchboard; greet callers, respond to inquiries, and route calls appropriately.
• Process incoming and outgoing mail, including date stamping, sorting, labeling, and distributing documents.
• Utilize a company vehicle to pick up and drop off mail at local post office locations, including registered mail.
• Perform copy, scanning, sorting, and electronic filing tasks for department staff.
• Create electronic claim files and process FROI (First Report of Injury) submissions, including verifying information and assigning claims.
• Enter claim and incident-related data with accuracy, including coding injury and incident details.
• Maintain departmental logs, including registered mail records.
• Prepare and route bills and medical records to vendors for review.
• Identify and appropriately route time‑sensitive or legal documents according to department guidelines.
• Uphold all Builders Trust policies, procedures, and confidentiality standards.

<Skills>

• Proven experience in office administration or clerical roles with strong organizational skills
• Excellent computer literacy including proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Exceptional phone etiquette with experience managing multi-line phone systems in a professional environment
• Bilingual abilities are highly desirable to serve diverse client needs effectively
• Strong typing skills for efficient data entry and document preparation
• Attention to detail in proofreading documents for accuracy and clarity
• Outstanding customer service skills with a friendly demeanor and professional attitude
• Ability to manage time effectively while handling multiple priorities simultaneously

<Physical & Work Environment Requirements>

• Work is performed in a professional office environment using standard office equipment.
• Requires frequent movement throughout the office for filing and document handling.
• Ability to lift and handle files and materials ranging from 0–25 lbs frequently, and over 25 lbs occasionally.
• Requires bending, reaching, and filing documents from floor level up to four feet high.
• Occasional local travel required during the business day.

Pay: $17.00 - $22.25 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person