Claims Analyst/Department Administrator

Job Description

Job Description

Help Protect Our Portfolio and Keep Risk Management Running Smoothly

About Vacatia

Vacatia is reimagining the vacation ownership and resort hospitality experience. Behind our growing portfolio is a team focused on delivering exceptional experiences while protecting and strengthening the business that makes them possible.

We’re looking for a Claims Analyst / Department Administrator who brings strong organizational skills, attention to detail, and a proactive approach to supporting claims, insurance administration, and day-to-day Risk Management operations.

Why You’ll Love Working at Vacatia

• Make an impact: Help protect company assets and support risk management across our portfolio.
• Own meaningful work: Take responsibility for important claims, insurance, compliance, and administrative processes.
• Work across the business: Collaborate with Risk Management colleagues, insurance partners, and internal stakeholders.
• Bring structure to complexity: Help keep critical documentation, deadlines, and workflows organized and moving forward.

Your Impact

You’ll help keep the Risk Management department running smoothly by supporting claims investigations, coordinating insurance renewals, maintaining accurate records, and providing essential administrative support to the Director of Risk Management.

What You’ll Do

Claims & Litigation Support

• Review incident reports in HSI for accuracy and completeness, and gather documentation needed for claim investigations.
• Assist with claim notifications to insurance carriers and support litigation activities, including discovery documentation and tracking mediations and trials.
• Support subrogation and recovery efforts, audit monthly loss data, and escalate complex or high-exposure claims to the Claims Manager.

Insurance & Compliance Administration

• Support Property & Casualty (P&C) renewals by preparing applications and gathering exposure information.
• Coordinate ancillary policy renewals, monitor expiration dates, maintain coverage documentation, and flag potential issues.
• Process departmental invoices and maintain independent HOA insurance policies and records.
• Manage Certificate of Insurance (COI) requests, update vendor compliance records, and coordinate auto insurance identification cards.

Departmental & Executive Administration

• Coordinate calendars, meetings, deadlines, and departmental events.
• Arrange domestic and international travel, lodging, and related expense logistics.
• Maintain and audit risk management databases, administrative files, and departmental records.
• Support daily workflows and identify opportunities to improve organization and operational efficiency.

What You Bring

Required

• Bachelor’s degree in Business Administration, Risk Management, Insurance, or a related field—or equivalent professional experience.
• 2–5 years of experience in claims analysis, risk management, or Property & Casualty insurance administration.
• Foundational knowledge of P&C insurance principles, policy structures, renewals, and claims management.
• Experience with claims administration systems, risk management platforms such as HSI, and Microsoft Excel or Google Sheets.
• Strong analytical, organizational, written, and verbal communication skills.
• Exceptional attention to detail, sound judgment, and the ability to handle confidential information with discretion.

Nice to Have

• Experience supporting litigation management, subrogation, or insurance recovery.
• Familiarity with insurance renewals, COI requests, vendor compliance, and policy documentation.
• Experience supporting executive calendars, travel coordination, and departmental operations.

Join Us

If you’re a detail-oriented professional who enjoys balancing analytical work with coordination and problem-solving, we’d love to hear from you. Join Vacatia and help protect the business behind extraordinary resort experiences.