Third Party Claims Specialist

Third-Party Claims Specialist

Fleet Response is committed to providing innovative, customer-focused fleet management solutions while maintaining the highest standards of professionalism, integrity, and partnership. As a family-owned organization, we believe our success is built on strong relationships—with our clients, our communities, and one another. Our culture is rooted in trust, collaboration, diversity, equity, inclusion, and continuous improvement.

Recognized as one of Northeast Ohio's Top Workplaces, Fleet Response offers workplace flexibility, opportunities for career advancement, and a supportive, team-oriented environment where employees are empowered to grow and make a meaningful impact.

Fleet Response specializes in providing claims management, accident management, subrogation, driver safety, and technology-driven solutions for organizations that self-insure their vehicle fleets. Built on an insurance foundation with a customer-first approach, we help clients reduce costs, minimize vehicle downtime, and improve overall fleet performance.

Fleet Response is seeking a Third-Party Claims Specialist to join our Claims team. This is an excellent opportunity for someone looking to build a career in claims, insurance, or fleet services while gaining hands-on experience supporting the full claims process. This position offers a hybrid work schedule following 90 days completion of training.

Job Summary

The Third-Party Claims Specialist plays a key role in supporting the start-to-finish management of third-party claims. Working closely with Senior Claims Representatives, this position helps ensure claims are handled accurately, efficiently, and in accordance with client requirements and Fleet Response service standards.

The Third-Party Claims Specialist assists with claim setup, documentation, repairs, rentals, payments, follow-up, and communication with clients, claimants, vendors, and internal teams. Success in this role requires strong communication, organization, attention to detail, follow-through, and a commitment to providing excellent customer service.

Essential Duties and Responsibilities

The essential duties and responsibilities include, but are not limited to, the following:

• Review and send First Notice of Loss (FNOL) notifications according to client requirements.
• Provide administrative support throughout the claims process, including creating, gathering, mailing, and uploading documents, coordinating towing services, and monitoring shared inboxes.
• Contact claimants, clients, vendors, repair facilities, and other parties to obtain information and documentation needed to process and verify claims.
• Assist with managing third-party claims from initial setup through resolution.
• Monitor vehicle repairs to ensure work progresses accurately and timely while helping identify and address potential delays.
• Coordinate rental vehicle arrangements, including verifying applicable parameters, initiating rentals, communicating rental terms, and processing authorized extensions.
• Review supplemental repair requests and process approvals in accordance with established guidelines and authority.
• Support cost-control efforts by proactively monitoring open claims, repairs, rentals, and potential delays.
• Maintain accurate, complete, and timely documentation of claim activity, correspondence, decisions, and follow-up within the claims management system.
• Process payments accurately and timely for vehicle repairs, total-loss settlements, and other applicable claim expenses.
• Maintain consistent follow-up on open claims, emails, outstanding documentation, and action items to minimize delays and improve claim cycle time.
• Respond professionally to claim-related inquiries from clients, claimants, vendors, repair facilities, and internal team members.
• Communicate with empathy, professionalism, and confidence, particularly when assisting individuals who may be frustrated or experiencing a difficult situation.
• Ensure claim-handling activities comply with applicable federal and state requirements, company procedures, and client guidelines.
• Manage a high volume of claims while meeting established productivity, quality, cycle-time, and customer-service expectations.
• Ensure required documentation and claim activities are completed before finalizing and closing claims.
• Accept, implement, and act upon coaching and performance feedback to support continued professional development.
• Assist with training or mentoring team members as assigned.
• Collaborate with peers and leadership to support team goals, process improvements, and overall department performance.
• Perform other claims-related duties and projects as assigned.

The statements above are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Employees may be required to perform duties outside their normal responsibilities as business needs dictate.

Qualifications

Required Qualifications

• High school diploma or GED.
• Previous administrative, clerical, customer service, or related professional experience.
• Strong verbal and written communication skills.
• Ability to work effectively in a fast-paced, high-volume environment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, deadlines, and follow-up responsibilities.
• Demonstrated professionalism, dependability, and willingness to learn.

Preferred Qualifications

• Previous experience in claims, insurance, automotive services, fleet management, vehicle remarketing, or a related field.
• Experience working with claims management systems or similar business software.
• Experience coordinating vehicle repairs, rentals, payments, or other claim-related activities.
• Familiarity with automotive terminology and repair processes.

Knowledge, Skills & Abilities

• Excellent verbal, written, and interpersonal communication skills.
• Strong active listening and questioning skills to gather accurate claim information.
• Ability to communicate professionally and empathetically with clients, claimants, vendors, and internal teams.
• Strong attention to detail when reviewing documents, entering information, and maintaining claim files.
• Strong organizational and time-management skills.
• Ability to prioritize and manage a high volume of work while meeting established deadlines.
• Strong problem-solving and critical-thinking abilities.
• Ability to proactively identify delays or outstanding items and take appropriate action.
• Ability to maintain clear, accurate, and professional documentation.
• Proficiency with Microsoft Office and general computer applications.
• Ability to learn and effectively utilize claims management systems and other technology.
• Ability to work independently while collaborating effectively with peers and leadership.
• Ability to accept coaching and apply feedback to improve performance.
• Customer-focused mindset with a commitment to delivering accurate, timely, and professional service.

Physical Demands & Work Environment

• Work is performed primarily in a professional office or home-office environment.
• Requires prolonged sitting, typing, and computer use.
• Requires close visual attention for reviewing claims documentation, correspondence, reports, and computer screens.
• Must be able to communicate effectively in person, by telephone, and through electronic communication.
• Regular use of wrists, hands, and fingers is required.
• Occasionally requires lifting or moving up to 10 pounds.

Work Schedule

This position is scheduled Monday through Friday, 8:00 a.m. – 5:00 p.m. Training will be completed in office. Following successful completion of training, hybrid work arrangements may be available based on departmental needs, business requirements, and performance expectations.

Why Join Fleet Response

At Fleet Response, our people are at the heart of everything we do. As a family-owned organization and one of Northeast Ohio's Top Workplaces, we're committed to creating a workplace where employees feel valued, supported, and empowered to grow.

We offer a comprehensive benefits package, including medical, dental, vision, life insurance, disability coverage, a 401(k) with employer contribution, paid time off, workplace flexibility where applicable, and opportunities for professional development.

As a Third-Party Claims Specialist, you'll have the opportunity to develop hands-on claims experience while working alongside experienced professionals and learning multiple aspects of the claims process. This role provides a strong foundation for someone interested in building a long-term career in claims, insurance, automotive services, or fleet management.

If you're organized, customer-focused, eager to learn, and ready to build your career with a growing organization, we'd love to hear from you.