Administrative Assistant

• Prepare legal and claim-related report packages and electronically compile documents, including excess reporting materials
• Support litigation processes, including defense referrals and document submissions to legal partners
• Compile and organized claim documentation from multiple systems for internal and external requests
• Accurately document completed tasks and updates within multiple claim and document management systems
• Process and resolve returned mail, including re-routing and reissuing correspondence as needed
• Request, track, and follow up on medical records, police reports, and other external documentation
• Maintain logs and status updates for outstanding records requests to ensure timely receipt
• Prepare, generate, and distribute state-required forms and standard claim correspondence
• Create and issue benefit notices and required communications in compliance with jurisdictional timelines
• Request and process wage statements, medical authorizations, and acknowledgment letters
• Complete index inquiry forms and other required administrative documentation
• Ensure timely and accurate delivery of outgoing communications to appropriate parties
• Process claim related payments within the claims system based on adjuster direction
• Set up and manage recurring (auto) payments in accordance with disability durations and medical guidance
• Generate associated benefit notices and ensure proper documentation of payment activity
• Support preparation and distribution of payout and financial reports
• Prepare regulatory transactions (EDI) based on claim activity
• Monitor submission queues, track filing status and ensure timely and accurate reporting
• Identify and resolve errors or rejections and resubmit corrected transactions
• Manage high-volume administrative tasks across multiple systems and workflows
• Track, prioritize, and complete assigned tasks within established service level agreements (SLAs)
• Navigate and update multiple systems to ensure accurate and timely task completion
• Identify and escalate exceptions, discrepancies, or time-sensitive issues
• Provide timely and professional support to internal teams and external stakeholders
• Communicate clearly and effectively, both verbally and in writing
• Respond to inquiries and follow up on outstanding requests as needed
• Perform other administrative tasks and special projects as assigned to support the claims organization
• Assist in cross-functional support as business needs evolve

Claims Administrative Specialist

• Provide administrative support to ensure efficient operation of the office
• Manage schedules to ensure all appointments and meetings are well-coordinated
• Handle correspondence, including emails and phone calls, professionally and timely
• Organize files systematically for easy retrieval and management
• Assist with various tasks to facilitate smooth workflow

• Provide essential support in organizing files to enhance team productivity and efficiency.
• Proficient in Google Workspace.
• Support in organizing and renaming files to increase team productivity.
• Support the photo editing team in other repetitive tasks.
• Enhance efficiency through effective administrative tasks.

• Calendar & scheduling: Proactively manage complex calendars for SPTLT members — prioritize, coordinate cross-team meetings, manage recurring leadership rituals, and ensure calendar hygiene and time for strategic work.
• Meeting & event support: Prepare meeting briefs, agendas, decks and materials; take/track meeting notes and action items; follow up to closure.
• Presentation & communications: Create and polish PowerPoint decks and executive communications; format and proof executive slides.
• 1:1 and stakeholder coordination: Schedule and manage recurring 1:1s, all-hands, QBRs, roadmap reviews and offsites; manage logistics and attendee communications.
• Ad hoc Administrative Support: Triage and prioritize ad hoc requests from multiple simultaneous stakeholders.
• Coordinate across functions to support operational workflows; serve as a central coordination point to ensure SPTLT information flows smoothly across the organization.
• Cross-time zone coordination: Ensure timely communication and schedule overlap with North America (late evening shifts as required).

Senior Administrative Assistant

• Serves as primary liaison between building management and BCD Travel for day-to-day facilities issues and communicates facilities issues to employees in a timely manner
• Handles purchasing and/or leasing of office furnishings, equipment and stationary supplies
• Manages office contract and suppliers; tracks maintenance contracts
• Monitors suppliers' service
• Manages the infrastructure, including cafeteria and pantry, as applicable
• Manage House Keeping and Security Personnel to ensure BCD Travel requirements are met
• Oversees repair and maintenance of office space and workspaces
• Interacts with property management to ensure that contracted security and property maintenance are followed
• Coordinate client visits by making necessary office arrangements
• Agenda management and meeting notes
• Handle facility coordination for client and employee meetings
• Arrange catering

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