Administrative & Office Coordinator

Job Description

Job Description

Administrative & Office Coordinator

Hybrid – White House, TN

**We're targeting a start date between June 1 and June 30 for this role. The exact start date will be confirmed with the selected candidate as we finalize the opening of our new office.**

Company Overview:

First Call Claims Solutions (QRM) is a trusted call center with 25+ years of experience serving 1,000+ clients nationwide. We specialize in processing insurance claims-from the very first report of a loss (FNOL – First Notice of Loss) to any other incident that needs attention (FNOI – First Notice of Incident)-and provide 24/7 support, overflow handling, and dedicated CAT response teams.

Our reputation is built on operational excellence, responsiveness, and an unwavering commitment to our clients.

About the Role:

We're seeking a highly organized and proactive Administrative & Office Coordinator to support senior leadership and ensure the seamless execution of daily office operations.

This role sits at the center of our organization; balancing executive support, office coordination, and cross-functional collaboration. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and takes ownership of keeping operations running smoothly.

This position offers a hybrid work model, with an expectation of at least three (3) days per week in the office, with additional in-office presence as needed based on business priorities.

Why You'll Love This Role:

• Direct partnership with executive leadership
• Opportunity to build structure and improve processes
• Diverse responsibilities with meaningful ownership

What You'll Be Doing:

Executive & Administrative Support

• Manage calendars, scheduling, and communications for senior leadership
• Prepare presentations, reports, and internal documentation
• Coordinate meetings, including logistics, materials, and catering
• Arrange travel, including flights, accommodations, and itineraries
• Support company events and client visits
• Provide administrative support across departments

Office Operations

• Oversee day-to-day office functionality and organization
• Manage mail, packages, and office supply inventory
• Coordinate with vendors to maintain a clean, safe, and efficient workspace

Reporting & Cross-Functional Support

• Pull and organize reports from Monday.com
• Identify opportunities to improve processes and efficiency

Who You Are:

• Highly organized with exceptional attention to detail
• Proactive and solutions-oriented with strong follow-through
• Able to manage competing priorities with a sense of urgency
• Professional and trustworthy with confidential information
• Comfortable working independently and across teams

What You Bring:

• High School Diploma or GED required
• Previous experience in administrative support, office coordination, or similar role preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience with CRM systems or Monday.com is a plus
• Strong written and verbal communication skills

What We Offer:

• Competitive compensation
• Paid time off and company holidays
• Medical, FSA, Dependent Care & Employee Assistance Program (EAP): Eligible on the 1st day of the month following hire
• Ancillary Benefits (Dental, Vision, Life & AD&D, Accident Insurance, Critical Illness, Telemedicine, Long- & Short-Term Disability, SavvyFI College Savings) : Eligible on the 1st day of the month after 60 days of employment
• 401K: Eligible after 6 months
• PTO: Eligible after 90 days

Ready to Join Our Team?

If you take pride in creating structure, supporting leadership, and driving operational efficiency, we'd love to hear from you.

Apply today and be a key part of the team at First Call Claims Solutions!