Administrative Assistant

Title: Administrative Assistant

Location: Portland- Hybrid, OR, US

Workplace: Salary Worker

Department: Administrative

Job Description:

 

 

Purpose

The Administrative Assistant must possess the ability to handle clerical and administrative duties such as generating reports and communicating via phone and email to provide exceptional customer service to McLarens internal and external customers. The incumbent must have strong problem-resolution skills, be detail-oriented, and enjoy working in a fast-paced team environment with professionals dedicated to providing exemplary customer service. The Administrative Assistant will manage multiple competing priorities and meet (sometimes short) deadlines with a positive and enthusiastic attitude. This role involves various responsibilities and requires flexibility and a willingness to take initiative to learn business acumen and terminology.

 

Key Accountabilities

• Transcription of dictation and/or sending/receiving transcription to and from service; proofing incoming transcription documents.
• Facilitate the data for file set-up of new assignments to the Center of Excellence and completing claim acknowledgment letters.
• Input and maintain data into Company claims software systems and claim file maintenance to keep data current as required.
• Telephone and email liaison with clients/insureds/co-workers.
• Assist adjusters with sending out Reports and proofs of Loss, monitor for return, forward to the carrier for payment, and follow up for payment if required. Also, assist with other correspondence as needed.
• Prepare Unbilled Detail Reports for invoicing and monitor the adjuster’s WIP report weekly for billing and file closure.
• Ensure outside contractors’ invoices are handled according to corporate procedures on a timely basis.
• Assist as needed for accounts receivable, working with the Collections Manager and adjusters to maximize collection activity.
• Maintenance of bordereau and records for clients, as needed, including trust accounts.
• Process Incoming Funds Notice and Trust Disbursement Requests for monies in Trust.
• Expense report review.
• General office duties, i.e., scanning, pickup/drop off mail and distribution of mail.
• Monitor calls, incoming emails, and faxes for your team, and take appropriate actions in a timely fashion.
• Input and maintain data into Company software systems as required.
• Other office duties as assigned by Office Manager and Regional Office Manager. 

 

Experience and Qualifications

• Strong knowledge of MS Word, MS Excel, Adobe, Outlook, and Teams 
• Strong attention to detail and accuracy 
• Organized and able to prioritize; ability to work with minimal supervision once trained 
• The employee should be analytical, detail-oriented, flexible, and decisive. He/she should be able 
to multi-task and cope with deadlines.  
• Strong communication and interpersonal skills  
• Proactive, flexible with a high degree of initiative, able to work well both independently as well as 
within a team environment.  
• Some experience in the insurance industry is preferred. 
• Experience working in an Administrative Assistant role or an equivalent position. 
• High School diploma or equivalent 
• Minimum of 5+ years office experience 

 

Benefits

This position includes a competitive salary, paid vacation and holidays, and full health benefits, including medical, dental, life, and disability, as well as a 401(k) plan with company match.

 

The workplace

Since 1932, we’ve been who people turn to in tough times. That’s a huge responsibility. It’s also a
huge opportunity. McLarens is a premier independent loss adjusting and forensic technical services
firm, with a global network that delivers consistently excellent service supported by deep local
expertise.

Our work spans industries and the globe. From disaster relief to aviation, engineering to natural
resources, our people get everything they need to impact lives on a global scale. We take our
development seriously and offer careers that empower our people to strive for bigger goals and
reach new heights. And we’ve got the expertise to help them get there: our Loss Adjusters boast an
average of over 20 years' experience.

We’re building a culture where talent shines. Where ambition is everything. And people come first.
It's your career, so why compromise?

What Drives Us:

At McLarens, our commitments shape every experience- for our clients, our people, and the
communities we serve.

• Purpose: Positively impacting people and communities across the globe.
• Progress: Excellence, expertise, and growth opportunities.
• Place: Our culture of empowerment, support and belonging.

The Benefits:

Our people live by a shared set of values: Excellence, Teamwork, Respect, Knowledge, Thought
Leadership, and Accountability. Together, they contribute to an inclusive culture that will help you
thrive.

Here’s what else we offer:

• Compensation: Competitive salary and performance-related incentives.
 

• Development: Access to technical training, global knowledge-sharing, and career growth
opportunities.

• Wellbeing & Flexibility: Support to balance professional and personal life (e.g., hybrid work,
flexible schedule where applicable).

• Global Exposure: Opportunity to work with colleagues and clients across different countries.

• Inclusive Culture: A collaborative environment where your voice and contribution are valued.

 

Individual progress, global purpose. It’s all here at McLarens.

 

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 federal, state, or local laws. The Company also prohibits harassment of applicants or employees based on any of these protected categories.