Claims Administration Representative

About the role

We are seeking a Claims Administration Representative in Costa Mesa, CA or Charlotte, NC with a hybrid work schedule. The Claims Admin Representative handles FNOL entry and core claims processing for designated business units within Howden Specialty LLC, supporting the Claims Operations team, resolving day-to-day account and transaction queries, and keeping claim records accurate and up to date. The role also serves as a key point of connection between offshore partners and on‑shore vertical and operations leadership, helping ensure work is routed correctly, communicated clearly, and escalated when needed. This candidate will support west coast clients and will be expected to maintain a 10 a.m.–6 p.m. EST shift.

Responsibilities

• Review, validate, and process First Notice of Loss (FNOL) submissions, ensuring claims are accurately established and documented in accordance with carrier and internal procedures.
• Provide timely support for claim and account‑related inquiries, resolving routine issues while delivering a high standard of service to clients, carriers, and internal stakeholders.
• Maintain complete, accurate, and up‑to‑date claim files, documentation, and records to support compliance, audit readiness, and effective claim management.
• Monitor claim activity and key milestones, preparing regular reports and status updates on claim trends, aging, reserve movements, and outstanding issues.
• Coordinate with adjusters, carriers, brokers, and internal teams to facilitate claim progression, collect required information, and ensure timely resolution of outstanding matters.
• Identify, investigate, and escalate complex claim issues, coverage questions, service concerns, or financial discrepancies to the appropriate stakeholders.
• Respond promptly to urgent requests and high‑priority claim matters, ensuring effective communication and resolution within established service standards.
• Support claims projects, process improvement initiatives, and operational activities that enhance efficiency, accuracy, and client experience.
• Adhere to all claims handling procedures, regulatory requirements, and internal controls while maintaining a strong focus on quality, accuracy, and customer service.
• Build and maintain productive relationships with clients, carriers, and internal business partners, serving as a reliable and professional point of contact throughout the claims lifecycle.

Qualifications

• 2+ years of insurance claims handling experience, preferably within a brokerage or agency environment.
• Strong understanding of insurance principles, policy coverage, and the end‑to‑end claims lifecycle.
• Ability to independently manage a portfolio of claims, prioritize competing demands, and make sound decisions in a fast‑paced environment.
• Excellent analytical, problem‑solving, and investigative skills, with the ability to identify trends, assess risks, and develop effective solutions.
• Strong interpersonal, verbal, and written communication skills, with the ability to build and maintain productive relationships with clients, carriers, and internal stakeholders.
• Highly organized and detail‑oriented, with the ability to manage multiple priorities, meet deadlines, and ensure accurate documentation and recordkeeping.
• Proven ability to interpret and apply policies, procedures, regulatory requirements, and internal controls while maintaining compliance and governance standards.
• Commercially minded and results‑oriented, with a proactive and solution‑focused approach to claim resolution and customer service.
• Experience collaborating across functions, including claims, finance, operations, and external partners; experience working with offshore teams is a plus.
• Demonstrated ability to mentor, support, and share knowledge with less experienced team members.
• Self‑motivated team player committed to continuous improvement and delivering high‑quality outcomes.
• Proficiency with agency management systems (Applied Epic experience preferred) and Microsoft Office applications, particularly Excel, Word, and PowerPoint.

Benefits

• Medical, dental, and vision insurance, including healthcare savings and reimbursement accounts