Administrative Assistant

Administrative Assistant  Onsite in Costa Mesa, CA

Vacos client is seeking a detail-oriented Administrative Assistant to join their team on a temp-to-hire basis. This role is perfect for someone who thrives in an organized, process-driven environment and can confidently manage insurance documentation, compliance, and reporting.

Key Responsibilities:

• Maintain the insurance depository for all policies (current and expired)

• Prepare and deliver 6-month insurance policy expiry reports

• Track and follow up on policy documents and payments to ensure timely processing

• Assist with insurance policy applications and placements

• Coordinate with project teams to update and maintain trademark ownership details, expiration dates, and renewal statuses

• Request Certificates of Insurance (COIs) per contractual requirements and verify compliance using the Risk Management System

• Gather and document information for third-party incident reports across all lines of insurance

• Develop and maintain a comprehensive named insured matrix for all company policies

• Assist in tracking and documenting Self-Insured Retention (SIR) expenditures

• Provide documentation support for litigation discovery requests

• Assist with billing and administrative support for legal/litigation matters

Qualifications:

• Excellent organizational, technical, and analytical skills

• Strong attention to detail with proven problem-solving abilities

• Exceptional written and verbal communication skills

• College degree preferred, or 3-5 years administrative experience in a similar role

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Knowledge of insurance and real estate terminology preferred

Details:

• Type: Temp-to-Hire

• Location: Costa Mesa, CA (Onsite)

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individuals skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the companys 401(k) retirement plan.

Information :

• Company : VACO
• Position : Administrative Assistant
• Location : Costa Mesa, CA
• Country : US