Administrative Coordinator

4 days ago

Worcester, Massachusetts, United States The Davis Companies Full time
Job Summary

The Davis Companies is seeking a highly organized and detail-oriented Administrative Assistant to provide critical support to our insurance team. As a key member of our team, you will be responsible for ensuring the smooth operation of our day-to-day activities, allowing our team to focus on serving clients.

Key Responsibilities
  • Document Management: Organize, maintain, and update client files, insurance policies, and claims documents, ensuring all records are accurate and current.
  • Data Entry & Reporting: Input and update critical data into the insurance team's systems and prepare reports, spreadsheets, and summaries as needed.
  • Administrative Support: Assist the insurance team with preparing and processing documents for renewals, claims, and new business. Provide support with policy reviews, application submissions, and follow-ups.
  • Communication: Liaise with internal departments and external partners (e.g., insurers, underwriters) to ensure smooth coordination of administrative tasks. Handle correspondence and distribute communications as necessary.
  • Task Management: Assist with scheduling meetings, tracking deadlines, and ensuring all team tasks and projects stay on course. Coordinate and maintain calendars for the insurance team.
  • File Auditing: Review files to ensure compliance with company policies and insurance regulations. Prepare materials for audits and quality checks.
  • Claims Support: Assist with collecting and organizing documentation needed for insurance claims. Follow up on pending claims and maintain accurate records of status updates.
  • Process Improvement: Identify and suggest improvements in office processes to increase efficiency and effectiveness in supporting the insurance team.
  • Office Supply Management: Manage and replenish supplies needed for the team, including printing materials, and ensure all office equipment is functioning properly.
Qualifications
  • High school diploma or equivalent (required); Associate's degree or coursework in Business Administration or a related field (preferred).
  • Previous administrative experience (internships, part-time work, or related positions) is preferred, though not required.
Skills
  • Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Exceptional attention to detail, especially with data accuracy and document management.
  • Ability to handle multiple priorities in a fast-paced environment.
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality and work with sensitive information.
  • Willingness to learn about insurance products, processes, and systems.

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