Position Summary

The Administrative Support role performs routine but varied clerical duties in accordance with standard procedures under direct supervision. Tasks are standardized, with routine issues handled independently and complex matters referred to higher levels. This position requires frequent face-to-face interaction with customers handling automotive claims.

Top Must-Have Skills / Candidate Requirements

• Face-to-face interaction with customers (automotive claims)
• MS Office proficiency
• Strong verbal & written communication
• Excellent customer service skills with empathy and active listening
• Ability to multitask, stay organized, and maintain attention to detail
• Ability to work independently and as part of a team
• Notary certification is a bonus

Qualifications

• Education: High School diploma or GED equivalent
• Experience: 2–3 years in a face-to-face customer service role
• Preferred: Insurance industry background; Indiana Notary

Day-to-Day Responsibilities

• Front desk coverage at claims office
• Customer-facing service: assisting with total loss paperwork, document collection, and payments
• Data entry into claims system
• Handling incoming/outgoing mail, printing, faxing, scanning, filing
• Ordering office supplies & maintaining organization
• Completing tasks from internal system queue (e.g., creating FedEx labels, mailing, faxing)

Training: Week 1 – non-customer tasks, Claim Pro system, then customer-facing responsibilities.

Performance Expectations

• Timeliness: customer-facing tasks occur every 30 minutes and must be handled on time
• Task completion: supervisors will observe and measure task efficiency

Team Environment

• Daily interaction with 1 other admin and supervisor
• Collaboration with ~11 admins across the state
• Claims reps in the office on Tuesdays/Thursdays (~5 people)
• Work independently but collaborate as needed

Interview Process

• 1 round: Microsoft Teams interview with manager & supervisor

Essential Duties & Responsibilities

• Interact with internal and external contacts (customers, vendors, attorneys, law enforcement, etc.)
• Answer and direct phone calls
• Greet and direct visitors; handle routine inquiries
• Manage office supplies and coordinate shredding services
• Document handling: create, retrieve, deliver, and copy files
• Open, sort, and distribute mail (USPS, FedEx, etc.)
• Operate office equipment (printers, fax, copiers)
• Support tasks: meeting setup, record retention coordination, research, and reporting as needed
• Occasional travel required

Knowledge, Skills & Abilities

• Working knowledge of office equipment
• Strong customer service and follow-up skills

Physical Requirements

• Typical office environment (computers, phones, etc.)
• Frequent sitting, typing, and monitor use
• Occasional lifting (up to 50 lbs.)
• Light lifting of laptops, files, or personal items (≤10 lbs.)

About SPECTRAFORCE

Founded in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the U.S., serving over 140 clients across North America, Puerto Rico, Costa Rica, and India. Our services cover Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities, and Transportation. Our mission is built on human connection and our philosophy of NEWJOBPHORIA®—the excitement of bringing joy and freedom to the work lifestyle.

Learn more: www.spectraforce.com

Benefits

• ACA-compliant health insurance
• Dental, vision, accident, critical illness, life, and hospital indemnity plans
• Commuter benefits, 401K with matching, referral bonus program
• Paid sick leave (as required by law), unpaid leave options

Equal Opportunity Employer

SPECTRAFORCE is an equal opportunity employer. We do not discriminate based on race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability, veteran status, or other protected categories.

For accommodation requests: LOA@spectraforce.com

Additional Notices

• California Applicants: We comply with CPRA and all applicable privacy laws. Accessibility available upon request at NAHR@spectraforce.com.
• LA County Applicants: Offers are contingent upon background checks, in compliance with FCA and FCO guidelines.

Starting Pay: $20.66/hr