What are the responsibilities and job description for the Claims Coordinator position at Heritage MGA LLC?
Claims Administrative Coordinator
Position Summary
Are you highly organized, detail-oriented, and energized by supporting a fast-paced claims environment? As a Claims Administrative Coordinator, you play a critical role in keeping our claims operations running smoothly. You’ll be the central hub for claim intake, assignment, documentation, and communication—ensuring every claim is routed efficiently and supported with accuracy and care. This role is ideal for someone who thrives on organization, teamwork, and providing excellent service during times that matter most to our customers.
Key Responsibilities
Serve as the primary point of support for incoming claim inquiry calls and provide backup support to the Customer Service Call Center.
Review incoming claims and assign them to the appropriate Claims Representative or independent adjusting firm in accordance with established protocols.
Receive, distribute, and process incoming and outgoing mail, including coordinating supporting documents (letters, invoices, and attachments) with requested claim payments.
Accurately maintain and update claim assignment spreadsheets to ensure visibility and accountability across all assignments.
Assist with collecting, organizing, and updating claim documentation throughout the lifecycle of the claim.
Proactively communicate activities, issues, and updates to management; escalate matters beyond assigned authority for guidance and resolution.
Respond to inquiries and requests for information from management and internal teams in a timely and professional manner.
Provide administrative and clerical support including filing, scanning, answering phones, and general office support.
Communicate with coworkers, management, clients, vendors, and business partners with professionalism and courtesy.
Support workload surges and Catastrophe (CAT) operations, including working extended hours and overtime during designated CAT events.
Participate in special projects and process improvement initiatives as assigned.
Maintain the integrity of company operations by adhering to all federal and state regulations, as well as internal policies and procedures.
Qualifications
High School Diploma or equivalent required; Associate’s Degree preferred. A combination of education and directly related experience may be considered in lieu of a degree.
4-40 insurance license preferred; must be willing and able to obtain licensure/certification within one year of hire.
Minimum of one year of experience in Claims or Customer Service; property and casualty insurance experience strongly preferred.
Strong proofreading skills with the ability to respond accurately to inquiries and operate standard office equipment.
Demonstrated ability to empathize with customers and handle sensitive situations with professionalism and care.
Proficiency in Microsoft Office products required; familiarity with internet research tools preferred.
Proven customer service mindset with a commitment to delivering high-quality support.
Excellent verbal and written communication skills with the ability to interact effectively with internal and external stakeholders.
Results-driven with strong analytical, problem-solving, and organizational skills.
Ability to work independently in a fast-paced environment, manage shifting priorities, and meet deadlines.
Detail-oriented, highly organized, and dependable.
Collaborative team player who contributes positively to the work environment.
Equal Employment Opportunity
We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status.