Part-Time Administrator

About the job
Part-Time Administrator

Employment Type: Part-time, Independent Contractor

Work Volume: ~20 hours per week (with potential to scale based on volume)

Work Model: Remote

Work Hours: Alignment with US business hours

Core Domain: Insurance Claims Processing, Medical/Corporate Billing, & Financial Administration

Role Summary

We are seeking a highly analytical, process-driven Part-Time Administration & Claims Specialist to anchor our back-office insurance, billing, and transactional operations. This role is a specialized administrative seat built for a professional who possesses deep, practical experience navigating the complexities of insurance claims filing, multi-tier corporate or medical billing architectures, and general ledger financial reconciliation.

This is a hands-on operational role requiring absolute data precision and high autonomy. You will not simply be typing data into spreadsheets; you will serve as the primary gatekeeper for our cash inflow pipelines—proactively tracking claims lifecycles, auditing invoice discrepancies, resolving billing bottlenecks, and ensuring all transactional data maps flawlessly to our financial ledgers.

Key Responsibilities

Insurance Claims Lifecycles & Discrepancy Auditing
Claims Processing & Submission: Prepare, verify, and submit complex insurance claims files in strict compliance with industry regulatory standards and company policies.
Denial Management & Appeals: Review, track, and systematically appeal denied or delayed claims. You will research root causes, pull supporting documentation, and interface with insurance adjusters/payors to accelerate claim resolutions.
Compliance Safeguarding: Stay ahead of policy changes, code updates, and billing guidelines to minimize submission errors and maintain low rejection rates.
Full-Cycle Corporate Billing & Accounts Receivable
Invoice Generation: Ingest operational logs to generate and dispatch highly accurate invoices, bills, and monthly client statements.
Disbursement Reconciliations: Monitor incoming digital payments, matching bank clearing items, credit card receipts, and merchant statements against open Accounts Receivable (AR) ledgers.
Collections Coordination: Execute soft collections outreach via email and phone to resolve aging balances, past-due invoices, and merchant account flags.
Financial Administration & Data Hygiene
Ledger Synchronization: Maintain pristine records within the company ERP/accounting system, ensuring that claims allocations and client billing data reconcile perfectly with cash positions.
Audit-Ready Documentation: Systematically catalog all financial agreements, compliance source files, and claims correspondence within an organized cloud infrastructure.
Reporting Metrics: Compile routine weekly summaries detailing pending claims volumes, overall aging report statuses, and collection velocity for leadership review.

Required Skills & Qualifications

Experience: 3+ years of direct, practical experience managing insurance claims processing, medical/corporate billing operations, or insurance-focused financial administration.
The Financial Mindset: Advanced numerical literacy with a deep understanding of standard accounting workflows, accrual vs. cash matching, and balance reconciliation mechanics.
Technical System Literacy: Strong hands-on proficiency with specialized billing platforms, modern CRMs/ERPs, and cloud productivity software (Advanced Excel/Google Sheets is mandatory).
The “High-Agency” Operating Style: Exceptional attention to detail. You catch the single digit that is off, you love resolving complex puzzles independently, and you carry tasks to completion without micro-management.
Communication Mastery: Polished verbal and written English communication skills. You must be entirely comfortable negotiating claim outcomes with corporate insurance entities and addressing billing inquiries with clients professionally.

Success Metrics (KPIs)

Claims Aging Rate: Maintaining an optimal claims lifecycle velocity by reducing the volume of outstanding or delayed submissions.
Data Log Accuracy: Zero processing delays or accounting variances resulting from avoidable data-entry mismatches.
Collections Clean-up: Measurable compression of past-due aging brackets (reducing 60-90+ day outstanding balances).

Part-Time Administrator