Office Coordinator Jobs in Pennsylvania

Administrative Coordinator – Office Operations & Insurance Claims

Job Location: Pittsburgh Area, Pennsylvania
Job Type: Full-Time | In-Person

About the Position

We are a property insurance adjusting and consulting firm, is seeking a dependable, organized, and motivated Administrative Coordinator to join our team.

This is a hands-on position involving a variety of responsibilities, including office administration, client communication, insurance claim management, bookkeeping, invoicing, research, construction estimating support, marketing, and the use of artificial intelligence (AI) tools.

We are looking for someone who is comfortable with technology, pays close attention to detail, and can manage multiple assignments in a busy office environment.

The ideal candidate is a self-starter who takes initiative, solves problems, and follows through on assignments without constant supervision.

Key Responsibilities

Office Administration & Claim Management

• Answer incoming calls and communicate professionally with clients, insurance representatives, and vendors.
• Enter new insurance claims into our customer relationship management (CRM) software.
• Maintain accurate claim records, activity notes, diary entries, and follow-up reminders.
• Organize and update electronic claim files, documents, and correspondence.
• Process incoming and outgoing mail.
• Contact clients to obtain necessary information, documents, and updates.
• Coordinate appointments, inspections, and estimating schedules.
• Monitor outstanding tasks and assist in keeping claims moving forward.

QuickBooks, Invoicing & Accounts Receivable

• Use QuickBooks to prepare invoices, record payments, and maintain customer account information.

Insurance Estimating & Research

• Research replacement costs for household contents, personal property, and building materials.
• Assist in preparing construction repair estimates using Xactimate or Symbility software.
• Use Microsoft Excel to compare insurance estimates, including differences in quantities, scope of work, and pricing.
• Help identify missing or inconsistent information in claim documents and estimates.

Artificial Intelligence (AI) & Technology

• Use AI tools such as ChatGPT or Claude to assist with research, document analysis, correspondence, and administrative tasks.
• Write clear and effective AI prompts to obtain accurate, useful results.
• Use AI to help summarize documents, compare information, organize data, and improve office efficiency.

Marketing & Business Development Support

• Assist with Facebook, Google, direct mail, and other marketing activities.

Qualifications & Skills

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Proficient with computers, Microsoft Word, Excel, email, and other office software.
• Ability to use AI tools effectively, including writing detailed prompts and evaluating results.
• Comfortable learning and using new software programs.
• Ability to prioritize tasks, manage multiple assignments, and meet deadlines.
• Strong problem-solving and critical-thinking abilities.
• Professional, dependable, and able to handle confidential information.
• Ability to work independently while also being part of a team.
• Willingness to take initiative and accept additional responsibilities.

Preferred Experience

Experience in the following areas is helpful but not necessarily required:

• Administrative or office management experience.
• Customer service and professional phone communication.
• QuickBooks, invoicing, and accounts receivable.
• Property insurance claims or insurance industry experience.
• Construction, restoration, or estimating.
• Xactimate, Symbility, or similar estimating software.
• Microsoft Excel and Word.
• ChatGPT or other AI tools, including effective prompt writing.
• Social media and business marketing.

Education: High school diploma or equivalent preferred.

Benefits

• Paid vacation
• Paid sick time
• Flexible hours
• Health Insurance
• Opportunity for professional growth and additional responsibilities.

Work Environment

This is an in-person office position requiring someone who can stay organized, shift between different assignments, and maintain accuracy while working in a fast-paced environment.

We value employees who are reliable, take ownership of their work, communicate clearly, and look for ways to improve daily operations.

If you enjoy variety in your work, are comfortable with technology, and want to develop new skills, we encourage you to apply.

Pay: $19.00 - $25.00 per hour

Expected hours: 36.0 – 40.0 per week

Benefits:

• Health insurance
• Paid time off

Work Location: In person