Administrative Support Specialist (Litigation & Distribution)

About Responsive
Founded in 2007 and headquartered in Plantation, Florida, Responsive is a leading provider of personal auto insurance in Florida. We collaborate with thousands of agents from the most respected insurance agencies to deliver world-class service and claims experiences. Responsive stands for making auto insurance simple, affordable, and hassle-free; a promise we deliver through innovation, feedback, and a commitment to excellence.

Why Join Responsive?
At Responsive, we’re committed to supporting our team with comprehensive benefits and a positive work environment, including:

• Employer-Paid Healthcare: Medical, dental, and vision plans with free preventative care. Responsive pays 100% of the employee-only premium for full-time employees.
• Employer Contributed HSA: $500 per quarter /$2000 per year.
• Retirement Savings: 401(k) with company match.
• Wellness Programs: Mental health support and wellness initiatives.
• Career Development: Training and growth opportunities in a collaborative environment.

About the Role:
Responsive Auto Insurance is seeking a detail-oriented Administrative Support Specialist to support both our Litigation and Distribution teams. This role will begin with a focus on Litigation support and expand into Distribution responsibilities after training.

The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.

Key Responsibilities
Litigation Support (Primary – Initial Focus)

· Manage attorney calendars and coordinate daily, weekly, and long-term scheduling 

· Schedule client consultations, court hearings, depositions, mediations, and meetings 

· Communicate with clients, courts, opposing counsel, experts, and vendors to confirm dates and times 

· Send calendar invites, reminders, and updates to all relevant parties 

· Track deadlines, court dates, and important case milestones 

· Assist with rescheduling matters and handling scheduling conflicts promptly 

· Maintain accurate case calendars and update scheduling information in case management systems 

· Prepare and organize files or materials needed for scheduled events 

· Support attorneys and staff with general administrative and legal assistant duties as needed 

Distribution Support (Secondary – After Training)

• Provide administrative and operational support to the Distribution team 
• Assist with reporting, tracking, appointment processing, and data entry 
• Support coordination of communications and internal requests 
• Maintain organized records and assist with operational workflows
• Develop, foster, and maintain relationships with agents and internal teams
• Maintain CRM and internal systems with accurate data entry
• Ensure compliance with underwriting guidelines and regulatory standards 

Position Details

· Work Schedule:  8:30 AM to 5:00 PM with a 30-minute lunch 

· Work Environment: This position is onsite and will be seated near the Litigation team to support daily collaboration 

Qualifications/Requirements

· High school diploma required; Associate’s or Bachelor’s degree preferred

· 1–3 years of administrative support experience (legal or insurance experience a plus) 

· Prior experience in a law firm or legal office preferred 

· Strong organizational and time management skills 

· Ability to manage multiple calendars and deadlines with accuracy 

· Familiarity with court scheduling procedures is a plus 

· Excellent attention to detail and accuracy 

· Proficiency in Microsoft Office, email, and calendar systems (Word, Excel, Outlook)

· Strong written and verbal communication skills and professional phone etiquette

· Ability to work in a fast-paced environment and maintain confidentiality