Administrative Support (Insurance Industry)

Job Title :  Insurance Administrative Support

Location :  Costa Mesa, Ca

Job Type :  Contract

Pay : $27-$30 / hr.

Position Summary :

This individual will play a critical role in maintaining insurance documentation, supporting policy applications, ensuring compliance, and providing administrative support across insurance, legal, and litigation matters. The ideal candidate has strong administrative skills, a proactive mindset, and a basic understanding of insurance or real estate operations.

Key Responsibilities :

Maintain a complete and organized insurance depository for all current and expired policies.

Generate and distribute 6-month insurance policy expiration reports.

Track and follow up on insurance documents and policy payments to ensure timely submissions.

Assist in preparing applications and supporting documents for insurance policy placements.

Coordinate with internal project teams to manage trademark records, including ownership, renewal dates, and expiration tracking.

Request and review Certificates of Insurance (COIs) to verify compliance with contract requirements using the Risk Management System.

Collect and compile information for third-party incident reports across all lines of insurance.

Create and update a comprehensive named insured matrix for all corporate insurance policies.

Assist with tracking and documenting Self-Insured Retention (SIR) expenditures.

Support the Legal team with documentation related to litigation and discovery requests.

Provide billing and administrative support related to legal and litigation matters.

Qualifications & Skills :

Bachelor’s degree preferred; or 3–5 years of relevant administrative experience (legal, insurance, or risk management environments preferred).

Strong organizational, analytical, and problem-solving skills.

Meticulous attention to detail and the ability to handle multiple priorities.

Excellent written and verbal communication skills.

High proficiency in Microsoft Office Suite, especially Excel and Word.

Familiarity with insurance, legal, or real estate terminology is a plus.

Ability to work both independently and collaboratively across departments.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .

• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.