What are the responsibilities and job description for the Claims Coordinator position at Refuel Corporate?
Job Title: Claims Coordinator
Reports to: Manager, Claims and Insurance
FLSA Status: Salary Exempt
Role Type: Full Time
Work Location: Corporate Headquarters, North Charleston, SC
Working Hours: Regular hours are Monday through Friday 9:00 am – 5:00 pm but must have a flexible schedule that meets the needs of the business (schedule may include evenings, weekends, and holidays). Responds to store-based emergencies as needed.
Company Summary: Refuel Operating Company, LLC (“Refuel”) is a fast-growing convenience store and fuel operator dedicated to providing great service, fresh food, and a welcoming experience for every guest. Backed by strong growth and a people-first culture, Refuel offers team members the opportunity to build rewarding careers in a supportive environment that values integrity, teamwork, and community. Whether in our stores, offices, or field operations, we empower employees to grow with us, contribute to our success, and make a positive impact in the communities we serve.
Job Summary: The Claims Specialist provides administrative support related to the processing of incident reports and insurance claims. The role plays an active role in all phases of the incident management and claims process, from the initial intake or the report to closing.
Job Duties and Responsibilities: This description reflects management's assignment of essential functions; it does not prescribe all tasks that may be assigned.
• Adhere to the Company's established policies and procedures as outlined in the Employee Handbook.
• Review all new and in-process incident reports for accuracy completeness, to include, property, general liability, auto, EEOC, garnishments, and workers' compensation.
• Communicate with field team members to ensure all relevant information (witness statements, videos, photos, etc.) is obtained and submitted in a timely manner.
• Make claim notifications with our broker and insurance carriers and serve as a point of contact for all claims.
• Create and update claim files, folders, and spreadsheets; to include detailed notes and updates related to these incidents.
• Preserve video and other requested evidence for law enforcement and attorneys as required by law.
• Record Days Away from Work and Restricted Duty days for all OSHA recordable injuries and illnesses and ensure that the OSHA 300 Log is kept updated and submitted annually.
• Update Medical Provider Panels and manage the Nurse Triage Program to ensure appropriate support for our injured team members.
• Assist in the collection, review, and delivery of Certificates of Insurance.
• Exhibit sound judgement and make informed decisions based on accurate and timely analysis.
Knowledge, Skills, and Abilities: An ideal candidate will have experience with or understanding of:
• Strong analytical skills: able to identify trends and develop root cause solutions.
• Strong organizational skills: able to put together detailed reports and maintain case files.
• Strong oral and written communication skills and the ability to work with others at all levels of the organization.
Education and Experience: An ideal candidate will have the following education and experience:
• Associate or bachelor’s degree.
• 2-3 years’ experience in claims processing, worker’s compensation, and insurance filings
• Experience with MS Office, including Word, PowerPoint, & Excel.
Working environment and physical requirements:
• Must be able to lift 25 pounds at times.
• Must be able to remain stationary.
Travel:
• Must be able to travel up to 20%.
At-Will Employment: This position is at-will, which means that either the employee or the Company may terminate employment at any time, with or without advance notice, and with or without cause.
EEO Statement: Refuel is an equal opportunity employer to all applicants and team members. Refuel does not unlawfully discriminate on the bases of race, color, creed, religion, gender (including pregnancy, childbirth or related medical conditions), national origin, ancestry, age, physical or mental disability, medical condition including genetic characteristics, or any information based on genetic background, family-care status, veteran status, marital status, sexual orientation, gender identity or gender expression where a person’s gender-related appearance and behavior may not be stereotypically associated with the person’s assigned sex at birth, or any other consideration made unlawful by federal, state, or local laws. The job duties, responsibilities, requirements, and aspects stated in this job description are not meant to be exhaustive. Additional job duties not listed here may be required. Further, the Company may change or add the job duties, responsibilities, requirements, and aspects listed here at any time in its sole and final discretion.
Version Date: 11/11/2025
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At Refuel, we want to change your view of what to expect from a convenience store. We are investing in technology and building innovative stores to be the brand you trust – for everything you need.