What are the responsibilities and job description for the Administrative Assistant position at Ironclad Claims Solutions?
Administrative Assistant – Claims Consulting Firm
Ironclad Claims Solutions | Sapulpa, OK | Full-Time | In-Office
Ironclad Claims Solutions provides independent vehicle appraisals, diminished value and total loss valuations, repair inspections, and expert witness services to vehicle owners, attorneys, and repair facilities nationwide. We’re a small, growing team based in Sapulpa, and we’re looking for an organized, dependable administrative assistant to work on-site in our office as the first point of contact for our clients and keep our case files moving.
What you’ll do
- Communication: Answer and route incoming calls; handle client questions directly whenever possible so the owner can focus on expert work.
- Inbox Management: Monitor and triage the owner’s inbox: respond to routine messages, flag urgent items, and draft replies for review.
- Client Intake: Set up new clients in our CRM and collect the documents, photos, and signed agreements each file needs.
- File Accuracy: Keep case files complete, correctly named, and organized so nothing stalls a report or a deadline.
- Coordination: Follow up with clients, insurance adjusters, and opposing appraisers on outstanding documents and deadlines.
- Logistics: Schedule inspections, calls, and appointments; greet visitors; support day-to-day office operations.
What we’re looking for
- Experience: 1 years of administrative, customer service, or office experience (insurance, legal, or automotive is a plus).
- Skills: Excellent phone presence, clear professional writing, and strong organizational skills.
- Software: Comfortable learning new software (we use Zoho CRM, Zoho Mail, and Google Drive).
- Discretion: Able to handle confidential client, financial, and legal information with care.
- Reliability: Strong follow-through, reliable transportation, and the ability to work on-site in Sapulpa every scheduled day.
What we offer
- Pay: $16.00–$20.00/hour, based on experience
- Benefits: Health insurance
- Environment: A small team where your work is visible, valued, and directly affects client outcomes
Schedule: Monday–Friday, 8:00 AM–5:00 PM, on-site in Sapulpa.
This is a dedicated, in-person position; remote work is not available. Business casual dress code. Outside employment during scheduled work hours is not permitted.
To apply: Submit your resume and a short note telling us about your experience managing a busy inbox or using a CRM system.
Salary : $16 - $20