Claims Recovery Administrative Assistant Job at Beacon Hill (Irvine)

Job Description

The Claims Recovery Administrative Assistant provides administrative support to attorneys and paralegals on the Claims Recovery Team. The Assistant will be responsible for preparing routine correspondence and reports, maintaining databases, coordinating meetings, and tracking statuses of matters to ensure compliance with client and firm guidelines.

Job Responsibility

Prepares new matter paperwork to open matters, ensuring accuracy and completeness
Prepares and manages client quarterly reports, ensuring timely and accurate delivery
Prepares weekly recovery summaries, submitting to senior team members for review, and incorporates all revisions and updates for distribution to attorneys
Tracks the status of all matters and prepares client authorizations upon request, ensuring compliance with client and firm guidelines
Prepares daily DocuSign packages and distributes to responsible attorney and client
Prepare, open, and track client engagements for supplemental recovery groups
Creates and maintains matter files to ensure efficient retrieval of data and update records as needed
Update and maintain firms practice management database system
Drafts retention letters, engagement confirmations, status emails, and other routine correspondence, and enters and maintains associated data in internal databases
Maintains contact information and other related data in DealCloud, ensuring data accuracy
Processes incoming/outgoing correspondence as needed, prepares any Abbreviated Trackers for attorney approval, and follows up as necessary to ensure timely completion
Track invites and RSVPs related to conferences and events for the department
Saves and maintains call notes related to client meetings, ensuring accurate and timely completion
Acts as a backup for updates to various tracking spreadsheets, including the retention tracking chart, and other firm and group databases
Acts as a backup for tracking engagements and maintains status in Retention Chart database
Utilize firms AI tools to facilitate processes for the department.

Requirements

Bachelor’s degree
Ability to maintain strict confidentiality and demonstrate a high level of attention to detail
Demonstrated ability to communicate clearly and effectively, both orally and in writing, with internal and external contacts, including attorneys and team members
Demonstrated working knowledge of Windows and Microsoft Office, including intermediate proficiency in Word and Excel
Must possess a thorough command of the English language, including excellent spelling, grammar, and punctuation
Demonstrates ability to work effectively both independently and with others in a cooperative, enthusiastic, innovative, and friendly manner to accomplish position functions and participate in team efforts
Demonstrated ability to adapt to changing priorities, maintain a productive and committed work effort, apply strong critical thinking and problem-solving skills, and handle difficult situations and/or individuals while meeting deadlines and managing workload
Ability to accurately type 50+ words per minute
Ability to safely lift, move, and carry items without assistance, weighing up to 20 lbs.

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Claims Recovery Administrative Assistant

Job Description

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