Loss Control Intake Specialist

Department: Administration

Employment Type: Permanent - Full Time

Location: Pune

Description

The Administrative Assistant is responsible for the accurate and timely processing of inspection orders for multiple clients across several systems. This role manages a high-volume workload, supporting 23 clients while coordinating inspection orders through three different ordering platforms. The position requires strict adherence to documented step-by-step procedures, exceptional accuracy, and consistent performance in a deadline-driven environment.

Key Responsibilities

Manage inspection orders for 23 individual clients across three separate systems. Process inspection orders per month and 1000+ inspection orders on a bi-monthly basis.

Maintain consistent organization of files, spreadsheets, and email records.

Communicate promptly with internal teams when clarification or correction is required.

Ensure all inspection orders are completed within expected turnaround times.

Follow structured, client-specific step-by-step ordering guides to ensure compliance and accuracy.

Submit inspection orders using multiple ordering methods, including:

Email Importer Orders

• Attach required documentation accurately
• Submit orders to designated client email importer addressed

Bulk Order Processing

• Format spreadsheets to client-specific requirements
• Upload/drop spreadsheets into the correct system without errors

Manual Order Entry

• Accurately enter insured and property information for individual inspection orders

Process inspection reorder requests received from the Client Service Coordinator (CSC):

• Review CSC instructions carefully
• Recorder only the inspections explicitly identified by the CSC

Performance Metrics & Expectations

Performance in this role will be evaluated based on the following measurable standards:

Accuracy Rate:

• Maintain little to no error rate in inspection orders.
• Orders must be entered accurately, including insured data, inspection type, client requirements, and attachments.

Quality Standards:

• Inspection orders should meet 100% client formatting and submission requirements.
• Minimal rework, corrections, or rejected orders due to administrative errors.

Volume Management:

• Successfully manage and process assigned order volume without backlog.
• Maintain consistent performance during high-volume periods.

Timeliness:

• Orders must be submitted within required service-level expectations.
• Reorder requests should be handled promptly once received from the CSC.

Process Adherence:

• Follow step-by-step ordering procedures without deviation.
• Consistent compliance with client-specific processes and internal guidelines.

Reliability & Accountability:

• Demonstrate consistent attention to detail and dependability.
• Maintain organized records and documentation for auditing and tracking purposes.

Skills, Knowledge and Expertise

• Exceptional attention to detail and accuracy
• Proven ability to handle high-volume administrative workloads
• Strong spreadsheet and data formatting skills
• Ability to follow detailed written procedures consistently
• Excellent organizational and time-management skills
• Comfortable working across multiple systems simultaneously
• Clear written and verbal communication skills
• Strong problem-solving skills related to data accuracy and order setup