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 is critical in maintaining compliance with jurisdictional requirements, supporting litigation processes, and ensuring efficient mail, fax, and communication workflows. Key Responsibilities Claims Administration & Regulatory Compliance Prepare and complete all DWC notices accurately within regulatory timeframes (same day or within 24 hours of check issuance). Complete all other assigned claim tasks within five (5) days or sooner as business needs dictate. Ensure benefit notices are completed by 12:00 PM to meet same-day mailing requirements. Verify all documentation includes appropriate jurisdictional language and attachments. Identify and utilize the appropriate delivery method for claim notices (e.g., email delivery where permitted). Accommodation & Documentation 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 and Document Management Pick up, open, date stamp, and process incoming mail daily (by 1:00 PM). Index and route all mail to Laserfiche the same day for assigned adjusters. Scan and distribute documents including: Medical, translation, copy, and expert invoices (to CorVel for processing) Med-legal reports (to examiners, managers, and R&C Manager) Manage outgoing mail: General outgoing mail by 3:00 PM Certified mail by 2:00 PM Identify and route Not Found mail to 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). Fax and Communication Management Monitor fax inbox every two hours and distribute to appropriate adjusters. Ensure adjusters receive timely notification of incoming documents. Respond to all phone calls and emails by end of day; address after-hours communications within three (3) hours of the next business day. Manage toll-free calls efficiently and direct inquiries to appropriate personnel. Litigation and Hearing Support Log all hearing notices (MSC, Trial, Lien, etc.) received via mail into the litigation calendar and litigation log. Assist with File & Serve (F&S) processes: Manage new file setups Maintain recurring diary entries (every 3045 days) in Guidewire until claim closure Participate in weekly litigation committee meetings. Provide documentation to defense counsel via ShareFile with transmittal letters. Tracking, Reporting & Logs 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 PD delays) to management weekly. Support daily task tracking through the CA Log and ensure timely completion of assigned work. Subpoena and Vendor Coordination Process subpoenas of records through Macro Pro. 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. Schedule & Workflow Expectations Benefit notices completed by 12:00 PM daily Mail pickup at 1:00 PM; outgoing mail completed by 3:00 PM Certified mail processed by 2:00 PM Fax inbox monitored every two hours Daily prioritization aligns with regulatory and business deadlines Qualifications High school diploma required; Associates or Bachelors degree preferred 13 years of administrative or claims support experience (insurance environment preferred) Knowledge of workers compensation processes and regulatory requirements is a plus 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.