Insurance and Claims Coordinator

Overview: The Insurance & Claims Coordinator supports the Risk & Governance function by managing insurance administration, claims operations, and compliance workflows. This role partners closely with the Senior Risk Manager to ensure the efficient execution of risk management processes across the organization.

The position plays a key role in maintaining accurate documentation, coordinating cross-functional communication, and ensuring adherence to insurance, claims, and governance standards through established SOPs and systems.

This role is best suited for an early-career professional seeking to build experience in insurance, claims, and risk management within a structured, process-driven environment. The ideal candidate is able to manage a high volume of tasks while maintaining strong prioritization and a high level of accuracy.

Reports to: Senior Risk Manager

Responsibilities

Duties may include, but are not limited to, the following areas:

• Insurance Administration
• Maintain records for all insurance policies, including Property, General Liability, Umbrella, Builders Risk, Professional Liability, Workers’ Compensation, and other lines of coverage
• Track and manage policy renewals and coordinate underwriting data collection and broker communications
• Prepare insurance submissions for new placements and renewals
• Assemble supporting documentation including exposure schedules, loss runs, and project details
• Organize policies, endorsements, binders, applications, and certificates in accordance with established procedures
• Provide insurance documentation required for financing and lender agreements
• Monitor compliance requirements to prevent coverage or financing disruptions
• Manage and monitor the insurance inbox and related communications
• Claims & Incident Management
• Receive, review, and log incident reports
• Initiate First Notice of Loss (FNOL) submissions with brokers and carriers
• Maintain claims tracking logs, including reserves, deductibles, and adjuster communications
• Organize and maintain claim documentation in company systems in accordance with SOPs
• Support litigation processes, including discovery requests and subpoena documentation preparation
• Prepare audit-ready claims reports, loss summaries, and supporting documentation
• Vendor Insurance Compliance
• Collect, review, and track Certificates of Insurance (COIs) for vendors and partners
• Ensure vendor compliance with internal insurance standards prior to onboarding, contracting, or payment
• Maintain compliance tracking systems and dashboards
• Coordinate communication of compliance updates to internal stakeholders
• Identify and escalate gaps in vendor insurance coverage
• Entity Management
• Vendor Insurance Compliance
• Collect, review, and track Certificates of Insurance (COIs) for vendors and partners
• Ensure vendor compliance with internal insurance standards prior to onboarding, contracting, or payment
• Maintain compliance tracking systems and dashboards
• Coordinate communication of compliance updates to internal stakeholders
• Identify and escalate gaps in vendor insurance coverage
• Licensing Management
• Prepare and track business licenses, contractor registrations, and renewals
• Contract Support
• Draft and update contract provisions related to insurance, indemnification, and risk transfer
• Review vendor agreements to ensure compliance with company standards
• Coordinate revisions and negotiations with internal stakeholders and external partners
• Maintain contract templates, approved language, and version control
• Cross-Functional Coordination & Communication
• Act as a liaison between Risk & Governance and departments including Property Management, Accounting, Development, Construction, and Finance
• Communicate with external partners to track deliverables, resolve issues, and escalate delays as needed
• Ensure alignment with established workflows and communication protocols
• Reporting & Process Improvement
• Support preparation of quarterly and annual risk reporting
• Maintain audit-ready documentation and reporting dashboards
• Coordinator and support drafting, updating, and maintaining SOPs across insurance, claims, compliance, and governance workflows
• Identify opportunities to improve organization, tracking, and operational efficiency
• Other job duties as assigned