Administrative Support Assistant

Job Purpose

To provide efficient administrative and clerical support to the loss adjusters, ensuring smooth day-to-day operations of the office, accurate handling of claims documentation, and effective communication with clients, insurers, and other stakeholders.

Key Responsibilities

Administrative Support

• Manage incoming and outgoing correspondence (emails, letters, reports).
• Maintain organised filing systems for claims and case files.
• Prepare standard documents, letters, and templates for adjusters.
• Handle data entry into claims management systems and ensure accuracy.
• Assist with diary management, scheduling meetings, and coordinating site visits for loss adjusters.

Client & Stakeholder Liaison

• Answer and redirect phone calls and enquiries in a professional manner.
• Act as the first point of contact for clients, insurers, and contractors.
• Follow up on outstanding documents or information required for claims.

Claims & Reporting Support

• Collate information and documentation required by loss adjusters.
• Assist in the preparation of reports, schedules, and presentations.
• Update case notes and ensure timely uploading of adjusters’ findings.
• Track claim progress and flag pending actions for follow-up.

Office Administration

• Support general office operations such as ordering supplies, coordinating couriers, and maintaining office equipment.
• Assist with expense claims and invoice processing.
• Provide ad-hoc support to the wider team as needed.

Skills & Competencies

• Strong organisational and time management skills.
• Excellent written and verbal communication.
• High attention to detail and accuracy.
• Ability to manage sensitive and confidential information with discretion.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience using claims management or case management software (advantageous).

Qualifications & Experience

• Previous experience in an administrative or office support role (insurance, legal, or claims environment preferred).
• Familiarity with insurance claims, loss adjusting, or legal processes (desirable but not essential).
• High school diploma required; additional business/administration training or degree preferred.

Personal Attributes

• Professional, approachable, and client-focused.
• Proactive and adaptable with the ability to multitask.
• Works well both independently and within a team.
• Calm under pressure with problem-solving abilities.