Administrative Assistant

Job Title:

Administrative Assistant

Job Description

The Administrative Assistant supports a high-volume case management operation by coordinating client cases, maintaining accurate records in proprietary systems, and providing exceptional administrative and customer service support. This role manages a substantial caseload, collaborates closely with internal staff and external professionals, and ensures that all documentation and communications are accurate, timely, and well organized.

Responsibilities

+ Assist clients in identifying appropriate cases and submitting them for various ANS products, ensuring all required information is complete and accurate.

+ Maintain regular contact with an assigned list of clients, providing clear and timely updates on the status of existing cases.

+ Enter and update all required data fields in the proprietary CIS software system, maintaining a high level of accuracy and completeness.

+ Support staff in processing and expediting assignments through all stages of completion, helping to keep cases moving efficiently.

+ Answer incoming phone calls as needed, providing professional, courteous, and knowledgeable assistance.

+ Ship and receive packages, mail, and related materials as needed, ensuring items are handled and routed correctly.

+ Use Microsoft Office applications, including Excel, to update, track, and document case information and related activities.

+ Communicate with outside parties and remote employees via telephone and Outlook email, ensuring clear, professional, and timely correspondence.

+ Assist in scheduling professional appointments with outside parties, including physicians, attorneys, and other professionals, coordinating details and confirmations.

+ Scan, classify, and assign documents to the appropriate folders within case files, maintaining organized and accessible electronic records.

+ Prepare and assemble medical files and related documentation for review by office-based or remote professionals.

+ Perform additional administrative duties as required to support the smooth operation of the office and case management processes.

+ Manage and prioritize a maximum caseload of up to 250 cases, ensuring deadlines are met and service quality remains high.

Essential Skills

+ Proven customer service experience with the ability to communicate professionally with clients and external partners.

+ Strong data entry skills, including the ability to accurately enter up to 30 data fields per day.

+ Proficiency with Microsoft Excel, including the ability to update, track, and manage case-related data.

+ Ability to use Microsoft Office applications and Outlook email for documentation, communication, and scheduling.

+ Solid organizational skills to manage a high volume of cases and documentation efficiently.

+ Effective time management skills to handle multiple tasks, deadlines, and priorities in a structured manner.

+ Bachelors degree.

+ Ability to maintain accuracy and attention to detail when working with case files, medical records, and proprietary systems.

+ Strong verbal and written communication skills for interacting with clients, colleagues, and external professionals.

Additional

Skills & Qualifications

+ Desire to learn, develop new skills, and grow within the organization.

+ Interest in progressing into roles with greater responsibility, including potential managerial opportunities.

+ Comfort working with proprietary software systems such as CIS and adapting to new technologies.

+ Ability to work collaboratively with both in-office and remote team members.

+ Professional demeanor when interacting with physicians, attorneys, and other external professionals.

Work Environment

The role is based in a smaller corporate work environment that offers a professional yet…