Administrative Coordinator Job at DOWC in Parsippany

About Us

Dealer Owned Warranty Company LLC is a leading provider of F&I (Finance and Insurance) partnership services in the automotive industry, offering a full suite of obligor and administrator services, top-of-the-line products, technology, and training. We understand the importance of leveraging process and technology in the F&I industry to drive revenue and ensure success. Our goal is to provide visibility, transparency, and the tools needed for our partners to build their wealth and achieve their goals. DOWC prides itself on taking care of its employees (We were voted one of the Best Places to Work two years in a row!), and we also offer award-winning products. All of our positions are fully on-site in Parsippany, NJ.

Role Description

Growing insurance administrator has an immediate opening for a Documents Coordinator with a legal, financial/insurance, or automotive background in our northern New Jersey office. This is the perfect opportunity for someone who is dedicated and passionate to take their career to the next level at a rapidly growing company! The position reports to management and is responsible for administrative tasks for insurance and reinsurance companies as well as certain operational matters and general processes and procedures. This position will interact with other departments.

We are seeking a full-time, document-focused, and administrative professional to join our team in Parsippany, NJ. This person will be responsible for performing detailed administrative tasks and services to support the effective and efficient operations of the organization's department. They will utilize their analytical skills and technical writing expertise to ensure the quality and clarity of documentation. This person will carry a professional level of expertise in legal document preparation and file organization. The role is 5x days on-site in Parsippany and is an exciting opportunity to grow in a business environment!

Duties/Responsibilities:

• Provide top-level assistance and administrative support to the manager, internal teams, and clients.
• Draft and complete legal correspondence paperwork, such as business agreements, contracts, amendments, addendums, compliance forms, etc. with high attention to detail and accuracy.
• Manage extensive paperwork process for each client and file documents accordingly.
• Track paperwork progress and maintain organization/priority of tasks.
• Ensure smooth progress of day-to-day business operations.
• Coordinate with department head to document, refine, and maintain departmental policies and procedures.
• Assist with operational and administrative projects such as formation of corporate entities.
• Communicate with management, including provision of weekly reports and completion of expense reports, coordinate meetings and events.
• Proofread various correspondence and legal documents.
• Respond to customer needs through concise communications, documentation, information sharing, and planning.
• Send timely statements and accurate reporting to clients.
• Assist in annual filings and QA processes for clients.
• Carry out administrative duties such as filing, typing, copying, and scanning.
• Create a positive support experience and build strong relationships through engaged listening and understanding, problem solving, ensuring timely resolution or escalation, communicating promptly on progress, and maintaining a consummately professional attitude.
• Complete operational requirements by strategically scheduling and providing expedited results.
• Accountable for task and project management, emphasizing strong organization and clear communication.
• Maintain and protect confidentiality with regards to all aspects of client and company information.
• Ability to analyze, improve, and evaluate processes to identify opportunities for improvement.
• Prepare slides, meeting notes, and documents for the manager.
• Responsible for accurate data entry.
• Have familiar knowledge of clients and act with empathy and a customer centric mentality.
• Performs other duties as assigned at the discretion of management.

Qualifications:

• Minimum of 3-5 years of experience with business documents such as agreements, contracts, amendments, compliance forms, etc.
• Proven administrative legal or compliance work experience
• Bachelor's degree in Business Administration or related field required
• General understanding of business operations
• Experience with drafting, maintaining, and organizing documents
• Proficiency in Microsoft Excel
• Strong analytical skills and attention to detail
• Ability to pivot quickly and multi-task
• Excellent time management skills and ability to meet deadlines
• Proven track record of successful project management
• Experience in the finance or insurance industry preferred

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds

Come join our growing team here in Parsippany! As NJ's Best Places to Work Honoree for two years in a row, we offer:

• Competitive compensation
• Medical, Dental, Vision, 401k matching, Life Insurance, medical expense card
• PTO and Sick Time
• Corporate events, team and culture building activities, employee awards and recognition, company trips and more!

DOWC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, gender expression, genetic information, or any other characteristic protected by law. Applicants who require accommodation to participate in the job application process may contact us for assistance.