Claims Assistant

MSIG USA continues to grow! Company Overview: MSIG USA is the US-based subsidiary of MS&AD Insurance Group Holdings, Inc., one of the worlds top P&C carriers and a global Class 15 insurer, with A+ ratings and a reach that spans 40+ countries and regions. Leveraging our 350-year heritage, MSIG USA brings the financial strength, expertise, and global footprint to offer commercial insurance solutions that address your businesss unique risks. Position Summary The Claims Assistant provides administrative and operational support to the Claims team, ensuring timely and accurate processing of claim-related documentation, regulatory notices, and correspondence. This role supports compliance across all jurisdictions in which the assigned book of business operates, and helps ensure efficient mail, fax, litigation, and communication workflows. Key Responsibilities Claims Administration & Regulatory Compliance Prepare and complete all jurisdictionally required benefit notices accurately and within applicable regulatory timeframes (e.g., same-day or within 24 hours of check issuance, as required by the governing jurisdiction). Complete all other assigned claim tasks within five (5) business days, or sooner as business needs dictate. Ensure benefit notices are completed in time to meet same-day mailing deadlines. Verify all documentation includes the language, forms, and attachments required by the applicable jurisdiction. Identify and use the appropriate delivery method for claim notices (e.g., mail or email, where permitted by the jurisdiction). Documentation & Records Support Assist with processing and tracking documentation related to claim activities. Ensure completeness, accuracy, and timely routing of all required forms and supporting materials. Mail, Fax & Communication Management Pick up, open, date-stamp, and process incoming mail daily. Index and route mail to the document management system the same day for assigned adjusters. Scan and distribute documents, including: Medical, translation, copy, and expert invoices to the designated bill-review vendor Med-legal reports to examiners, managers, and the R&C Manager Manage outgoing mail, including general and certified mail, within established daily deadlines. Identify and route undeliverable ("Not Found") mail to the designated escalation inbox the same day. Prepare printed documents for mailing, including assembling and applying postage. Maintain office equipment readiness (e.g., ensuring copiers are stocked with paper). Monitor the fax inbox on a regular schedule and distribute incoming documents to the appropriate adjusters. Respond to phone calls and emails by end of day; address after-hours communications promptly at the start of the next business day. Manage toll-free/general inquiry calls and direct callers to the appropriate personnel. Litigation & Hearing Support Log all hearing notices (e.g., mediation, trial, lien conference) received via mail into the litigation calendar and litigation log. Assist with electronic filing and service processes, including: Managing new file setups Maintaining recurring diary entries in the claims system until claim closure Participate in litigation committee meetings as scheduled. Provide documentation to defense counsel with transmittal letters via the designated secure file-sharing platform. Tracking, Reporting & Vendor Coordination Complete tracker forms for non-cashed checks within required timeframes. Document communication attempts and escalate issues to examiners and management as appropriate. Maintain and submit delay logs (including permanent disability delays, where applicable) to management on a regular schedule. Support daily task tracking and ensure timely completion of assigned work. Process subpoenas of records through the designated records-request platform. Coordinate with vendors and internal stakeholders for document handling and processing. Team & Operational Support Provide phone coverage shared among Claims Assistants. Support managers with special projects as assigned. Collaborate with adjusters and team members to ensure workflow efficiency and alignment. Maintain strong organization and prioritization across high-volume, time-sensitive tasks. Qualifications High school diploma required; Associate's or Bachelor's degree preferred. 13 years of administrative or claims support experience (insurance environment preferred). Knowledge of workers' compensation processes and regulatory requirements across multiple jurisdictions is a plus. Strong organizational skills and ability to manage jurisdiction-specific deadlines across a multi-state caseload. Salary - $45-$55K It's an exciting time for our company and a great opportunity to join a financially sound and growing global insurance group! It is the policy of MSIG USA to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, MSIG USA will provide reasonable accommodations for qualified individuals with disabilities. Each employee plays an important role which contributes directly to the success and continued growth of MSIG. MSIG Holdings (U.S.A.), Inc. (MSIG) is a wholly owned subsidiary of the MS & AD Insurance Group Holdings, Inc. one of the top ten property-casualty insurance groups world-wide. Our Group has capital in excess of $25 Billion, operations in more than 40 countries and nearly 40,000 personnel located globally. MSIG in the U.S. is comprised of three insurance companies with licenses in all fifty states as well as Puerto Rico and the District of Columbia. These companies and five other subsidiaries, deliver state of the art risk financing programs, insurance products, risk engineering and claims management services that enable our clients to effectively and efficiently manage their risks. Our insurance companies share the A.M Bests A+ XV Rating and Standard & Poors A+ Rating of our Japan-based parent. Our clientele runs the gamut from small and mid-sized, sole-proprietorships, partnerships and corporations, up to some of the largest and most sophisticated multinational corporations operating in the U.S. and globally. The vast majority of clients seek our support related to Commercial Lines insurance products including Commercial Property and Liability Insurance products. However, through our subsidiary Seven Hills Insurance Agency, LLC. we are able to provide Personal Lines Insurance products including homeowners, renters, automobile, etc. Specialties: All Risk Property, Commercial Liability, Automobile, Workers Compensation, Management Liability, Marine, Excess & Umbrella, Claims Management, Risk Engineering services, etc. Don't see the dream job you are looking for? Click "Get Started" below to drop off your contact information and resume and we will reach out to you if we find the perfect fit.