Claims Administrative Support Specialist

About J.E. Richards

J.E. Richards, a Phalcon Company, is a leading electrical contractor serving commercial, industrial, and mission-critical projects throughout the Mid-Atlantic. Guided by our commitment to Quality, Safety, and Productivity (QSP), we take pride in delivering exceptional workmanship while investing in the growth and well-being of our people. Our success is built on teamwork, integrity, and a shared passion for excellence — from the field to the front office.

Claims Administrative Support Specialist

Location: Sterling, VA (Relocating to Manassas, VA Office)

About the Role

We’re seeking a detail-oriented and proactive Administrative Support Specialist to support our Claims & Safety Department. In this role, you’ll work closely with our Claims Manager to coordinate documentation, communication, and reporting related to commercial insurance claims, safety training, and project prequalification recordkeeping.

This position plays a vital part in ensuring accurate data, organized documentation, and consistent communication between Safety, HR, medical providers, insurance carriers, and field operations. You’ll support our company’s mission to protect our people and our projects through diligence, accuracy, and care.

This is an excellent opportunity for someone who enjoys being the go-to problem solver, thrives in a fast-paced environment, and takes pride in work that contributes directly to the well-being and success of others.

What You’ll Do

Claims Administration

• Support the Claims Manager with collection, data entry, and follow-up on all incident and workers’ compensation claims through resolution.
• Review and maintain records of medical and automobile expenses and related invoices.
• Maintain organized and accurate electronic and hard-copy claim files.
• Prepare correspondence, reports, and case documentation for insurance adjusters and internal stakeholders.
• Gather statements, medical documents, and related information from Safety team members and job sites.
• Track claim activity and deadlines to ensure timely follow-up and closure.

Safety Department Support

• Maintain accurate records of incident documentation and OSHA logs.
• Assist in preparing safety metrics, reports, and dashboards for leadership review.
• Coordinate department communications, safety meetings, and medical appointments.
• Support the Safety team by distributing notices, scheduling training, and recording training completion data.

Administrative and Coordination Functions

• Process and organize incoming correspondence and inquiries related to safety and claims.
• Enter and update information in company systems, including Vista, OneDrive, and third-party claim management platforms.
• Maintain confidentiality and compliance with internal policies and regulatory requirements.
• Provide general administrative support such as scanning, filing, supply management, and departmental coordination.
• Cross-train on other Safety Department administrative functions to ensure continuity and coverage.

What You’ll Need

• Minimum 5 years of administrative experience; experience in construction, commercial insurance, or safety administration strongly preferred.
• Excellent written and verbal communication skills.
• Strong attention to detail and organization.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Experience using ERP or project management systems (Vista, Procore, or similar) a plus.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.

Why You’ll Love Working Here

At Richards, we believe safety isn’t a department—it’s a shared value. Our culture is grounded in Quality, Safety, and Productivity (QSP) and strengthened by people who care deeply about doing things the right way. You’ll join a team that values collaboration, accuracy, and accountability, where your work directly supports the health, safety, and success of our people and projects.

EEO, Vets and individuals with disabilities

Job Type: Full-time

Pay: $24.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Construction administrative: 5 years (Preferred)
• Administrative: 5 years (Required)
• Writing skills: 5 years (Required)
• Commitment to safety: 5 years (Preferred)

Ability to Commute:

• Sterling, VA 20164 (Required)

Work Location: In person