Claims Administration Representative

Who are we?

Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries.

People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.

What is the role?

We are seeking a Claims Administration Representative in Costa Mesa, CA or Charlotte, NC with a hybrid work schedule.

ROLE SUMMARY

The  Claims Admin Representative  in handling FNOL entry and core claims processing, for designated business units within  Howden Specialty LLC , supporting the Claims Operations team, resolving day-to-day account and transaction queries, and keeping claim records accurate and up to date. The role also serves as a key point of connection between offshore partners and on-shore vertical and operations leadership, helping ensure work is routed correctly, communicated clearly, and escalated when needed.  This candidate will support west coast clients and will be expected to maintain a 10a-6pm EST shift.

What will you be doing?

Operational Responsibilities

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Review, validate, and process First Notice of Loss (FNOL) submissions, ensuring claims are accurately established and documented in accordance with carrier and internal procedures.

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Provide timely support for claim and account-related inquiries, resolving routine issues while delivering a high standard of service to clients, carriers, and internal stakeholders.

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Maintain complete, accurate, and up-to-date claim files, documentation, and records to support compliance, audit readiness, and effective claim management.

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Monitor claim activity and key milestones, preparing regular reports and status updates on claim trends, aging, reserve movements, and outstanding issues.

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Coordinate with adjusters, carriers, brokers, and internal teams to facilitate claim progression, collect required information, and ensure timely resolution of outstanding matters.

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Identify, investigate, and escalate complex claim issues, coverage questions, service concerns, or financial discrepancies to the appropriate stakeholders.

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Respond promptly to urgent requests and high-priority claim matters, ensuring effective communication and resolution within established service standards.

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Support claims projects, process improvement initiatives, and operational activities that enhance efficiency, accuracy, and client experience.

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Adhere to all claims handling procedures, regulatory requirements, and internal controls while maintaining a strong focus on quality, accuracy, and customer service.

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Build and maintain productive relationships with clients, carriers, and internal business partners, serving as a reliable and professional point of contact throughout the claims lifecycle.

Stakeholder and Client Relationship

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Build and maintain strong relationships with internal and external stakeholders, serving as a responsive point of contact when needed; this includes supporting Private Client and Health & Benefits.

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Respond to business and customer requirements with agility, professionalism, and sound judgment, while upholding the highest ethical standards in all interactions.

Reporting & Projects

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Maintain accurate, up‑to‑date system records and deliver accounting operations, KPI reporting, and management information.

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Use data‑driven insights to steer execution priorities, identify escalation needs, and communicate effectively through clear data storytelling.

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Support assigned initiatives and actively contribute to cross‑functional projects.

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Perform account reconciliations with markets and clients, ensuring issues are identified, investigated, and resolved efficiently and accurately.

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Respond to account‑related inquiries promptly and in line with defined service standards.

Compliance, Governance & Market Awareness

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Ensure compliance with company policies, procedures, and all applicable legal and regulatory requirements.

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Stay informed of relevant legal, regulatory, and market changes affecting the role and the business.

What are we looking for?

Qualifications:

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2+ years of insurance claims handling experience, preferably within a brokerage or agency environment.

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Strong understanding of insurance principles, policy coverage, and the end-to-end claims lifecycle.

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Ability to independently manage a portfolio of claims, prioritize competing demands, and make sound decisions in a fast-paced environment.

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Excellent analytical, problem-solving, and investigative skills, with the ability to identify trends, assess risks, and develop effective solutions.

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Strong interpersonal, verbal, and written communication skills, with the ability to build and maintain productive relationships with clients, carriers, and internal stakeholders.

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Highly organized and detail-oriented, with the ability to manage multiple priorities, meet deadlines, and ensure accurate documentation and recordkeeping.

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Proven ability to interpret and apply policies, procedures, regulatory requirements, and internal controls while maintaining compliance and governance standards.

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Commercially minded and results-oriented, with a proactive and solution-focused approach to claim resolution and customer service.

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Experience collaborating across functions, including claims, finance, operations, and external partners; experience working with offshore teams is a plus.

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Demonstrated ability to mentor, support, and share knowledge with less experienced team members.

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Self-motivated team player committed to continuous improvement and delivering high-quality outcomes.

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Proficiency with agency management systems (Applied Epic experience preferred) and Microsoft Office applications, particularly Excel, Word, and PowerPoint.

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Flexibility to work 10:00 AM – 6:00 PM EST hours to accommodate West Coast clients

Compensation and Benefits

The expected base salary range for this role is $60,000 - $80,000; actual base salary will be determined based on factors including candidate experience and work location. This role is classified as non-exempt under the Fair Labor Standards Act (FLSA).

In addition to a competitive base salary, employees are eligible to receive a discretionary bonus. Howden also offers a variety of benefits and programs, subject to eligibility, including:

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Medical, dental, and vision insurance, including healthcare savings and reimbursement accounts

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401(k) retirement plan

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Flexible Paid Time Off and paid parental leave

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Life and Disability insurance

Our sustainability promise

We’re on a life-long journey to become an ever-more sustainable group. It's a commitment to taking care of our people and the world we live in, to doing good business, and to making a positive impact wherever we can. Our governance processes, company policies, and review systems are all geared towards our goal of making a positive impact in the world. You can read more about our sustainability work here .

What do we offer in return?

A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we’re looking for individuals who share the same values as us:

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Our successes have all come from someone brave enough to try something new

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We support each other in the small everyday moments and the bigger challenges

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We are determined to make a positive difference at work and beyond

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Reasonable adjustments

We're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs.  Besides the usual adjustments s