Administrative Specialist

Ultimate Staffing is seeking an experienced, organized Administrative Specialist who thrives in a fast-paced, phone-forward environment. You'll track documents, manage inbound and outbound calls, and support day-to-day operations with accuracy and professionalism. This role requires strong follow-through, excellent organization, and the confidence to communicate with a wide range of clients and stakeholders. Insurance industry background a plus especially medical or auto.

What You'll Do

• Handle inbound and outbound calls with professionalism and resilience.
• Track, organize, and maintain documents across multiple cases/accounts; ensure completeness and timely follow-ups.
• Coordinate information and status updates between clients, adjusters/attorneys, and internal stakeholders.
• Update spreadsheets and trackers; maintain accurate logs, notes, and case/document statuses.
• Support the Subrogation team with administrative tasks, scheduling, and documentation.
• Assist with intake, data entry, and case file setup; verify required documentation is received.
• Escalate issues proactively and keep the team informed of risks, delays, or missing information.
• Contribute to process consistency and a culture of accountability and service.

What You Bring

• 2-5 years of administrative, coordinator, or office support experience within an insurance field (legal/claims experience a plus).
• Intermediate Excel skills (filters, sorting, data entry accuracy; VLOOKUP/INDEX-MATCH is a plus.
• Clear, confident phone presence and the ability to manage difficult conversations with empathy and professionalism.
• Demonstrated ability to prioritize, multitask, and meet deadlines in a fast-moving environment.
• Strong attention to detail, organization, and document control habits.
• Solid written communication skills for emails, notes, and follow-ups.
• Discretion with confidential information.

Compensation & Schedule

• Salary: $50,000-$55,000, based on experience.
• Hours: 9:00 a.m. - 5:00 p.m., Monday-Friday.
• Benefits- Medical, Dental, 401K

Please apply at www.ultimatestaffing.com or email with any questions.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.