Administrative Associate

Administrative Specialist Seasonal

Balance Claims provides full-service claims administration, estimating, and advisory services for contractors in the insurance restoration industry. We integrate into our clients' workflows to help manage construction job files efficiently so they can focus on selling, building, and billing.

Balance Claims is seeking a detail-oriented Administrative Specialist to support our Shared Services team by managing communication, coordinating workflows, and assisting with project intake.

This role serves as a central coordination point between clients and internal teams, ensuring that all incoming communication and project submissions are captured, organized, and routed correctly across multiple systems.

You will be responsible for maintaining clear communication, identifying missing information at a high level, and helping ensure projects continue moving through the workflow without delays.

This is a seasonal, in-office role with the potential to transition into a full-time position based on performance and company needs.

What You'll Be Responsible For

• Manage communication across internal systems, client systems, and shared inboxes to ensure all updates and requests are captured and tracked
• Triage incoming project submissions to confirm required documentation is present at a high level before routing for further processing
• Route communication and tasks to the appropriate internal teams (Sales, Account Management, Production, or Admin)
• Create and manage tasks to ensure all client requests and updates are properly tracked and completed
• Communicate with clients and internal teams to request missing information when needed
• Maintain organized and consistent documentation across all files

Performance Expectations

• Ensure all communication is captured, documented, and routed without gaps
• Maintain accuracy when handling and organizing project information across multiple systems
• Keep projects moving by identifying missing information early and initiating follow-up
• Maintain consistent throughput during both normal and high-volume periods
• Follow defined workflows and coordination standards consistently

Qualifications

• Strong written and verbal communication skills
• High attention to detail and organizational ability
• Ability to manage multiple workflows and priorities simultaneously
• Strong computer aptitude (experience with CRM or project management systems is a plus)
• Prior administrative or operations support experience preferred but not required

Work Environment

• In-office position based in Indianapolis, IN
• Collaborative, process-driven environment with defined workflows and expectations