Insurance & Legal Claims Coordinator

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

The Insurance & Legal Claims Coordinator is not a filing function at the organization. It is the connective tissue between an incident and its resolution — the role that makes sure nothing falls through the cracks when something goes wrong. When intake is fast and documentation is airtight, legal counsel and leadership can respond with confidence. When it isn't, exposure grows and trust erodes.

Reporting to the Business Affairs Office, the Insurance & Legal Claims Coordinator is responsible for the intake, tracking, and coordination of incidents, claims, and complaints from initial receipt through resolution. This role ensures stakeholders are engaged, records are preserved, documentation is gathered, and communications stay timely; coordinates with the Vice President of Business Affairs, legal counsel, and insurance carriers; and organizes materials for executive leadership.

This is a high-accountability role with no tolerance for lost documentation or missed deadlines. The Litigation & Claims Coordinator sets the standard for accuracy, discretion, and responsiveness across every incident, claim, and complaint the organization touches.

Responsibilities

Incident Intake

• Monitor incident reporting, engage internal stakeholders, and track incident resolve.

• Identify incidents of risk or complexity that might warrant the attention of Senior Management’s involvement.

• Ensure proper record keeping is organized and maintained.

• Facilitate insurance claims if/as warranted.

Intake & Case Administration

• Receive, log, and track legal complaints, claims, subpoenas, and other legal notices served upon the organization.

• Establish and maintain case files for all claims, complaints, and litigation matters.

• Maintain a centralized tracking system to monitor the status, deadlines, and key milestones of active cases.

Coordination with Legal Counsel and Insurance

• Serve as the administrative liaison between the organization, external legal counsel, and insurance carriers; Ensure that the Chief Administrative Officer and/or VP, Business Affairs are informed.

• Assist in facilitating communication between attorneys, insurance representatives, and internal departments.

• Track attorney requests, response deadlines, and case developments.

• Track key deadlines including responses, discovery timelines, and court-related milestones.

Discovery & Records Management

• Coordinate internal discovery efforts by identifying, requesting, and gathering relevant historical files, records, and documentation.

• Work with program, HR, and administrative departments to locate and retrieve requested materials.

• Maintain organized files and document repositories for all claims and legal matters.

• Organize discovery materials in a structured and accessible format for legal counsel.

• Maintain confidentiality and appropriate handling of sensitive records and legal documentation.

Administrative Support

• Support the Business Affairs Office with queuing and coordinating items for legal review

by General Counsel

• Prepare summary reports and case status updates for review by the CHRO, CAO, and executive leadership.

• Ensure that all legal documentation and records are maintained in accordance with organizational record retention policies.

• Support continuous improvement of internal processes related to legal case management and documentation.

• Assist in preparing materials and documentation needed for legal review, internal briefings, and case presentations.

• Other duties as assigned in support of the Business Affairs Office

Requirements

• Experience working with legal documents, litigation processes, or insurance claims preferred.

• Strong organizational and document management skills with a high level of attention to detail.

• Ability to manage sensitive and confidential information with discretion.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office or similar office productivity tools; experience with case tracking or document management systems preferred.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Legal Studies, Public Administration, or a related field preferred.

• Paralegal certificate or coursework in legal studies acceptable.

• Experience working with external legal counsel, insurance carriers, or risk management teams.

• Familiarity with litigation processes including discovery, subpoenas, and documents production.

Mandatory Requirements