Risk Management Coordinator
Job Description
Title: Risk Management Coordinator
Location: Columbia, MO
Schedule: Hybrid
POSITION SUMMARY / PURPOSE
The Risk Management Administrative Assistant provides comprehensive administrative and operational support to two Risk Management Analysts within JES Holdings' Columbia, Missouri office. This role is central to the smooth functioning of the department, with primary responsibility for processing and monitoring insurance claims, supporting policy renewals, and maintaining the accurate records and documentation that underpin the company's insurance and risk management programs across its affordable housing portfolio.
The ideal candidate is highly organized, detail-oriented, and able to manage competing deadlines in a fast-paced environment. This is an excellent opportunity for a motivated professional to build foundational expertise in commercial insurance, claims administration, and risk management within the affordable housing and LIHTC space.
ESSENTIAL FUNCTIONS
Claims Processing & Monitoring Assistance
- Intake & reporting: Receive, log, and report new claims (property, general liability, auto/fleet, workers' compensation, crime, and cyber) to the appropriate carriers, brokers, and third-party administrators in a timely manner.
- File maintenance: Establish and maintain organized digital and physical claim files, ensuring all documentation, correspondence, and reporting deadlines are current and complete.
- Documentation gathering: Coordinate with property managers, site staff, and legal to collect required claim materials, including incident reports, photographs, repair estimates, police reports, and loss runs.
- Status tracking: Monitor open claims through to resolution, follow up with adjusters and carriers, and maintain a claims summary dashboard reporting status, reserves, and progress to the Analysts.
- Correspondence: Draft and route routine claim correspondence and follow-up communications with carriers, adjusters, and internal stakeholders.
Policy Renewals & Insurance Administration
- Renewal support: Assist the Analysts in preparing for policy renewals by gathering and organizing underwriting data, updating property schedules and statements of values (SOVs), and compiling exposure information.
- Application packets: Help assemble renewal applications, supplemental questionnaires, and data submissions for brokers and carriers.
- Schedule maintenance: Track and update insurance logs, schedules, and master property lists to ensure accuracy across the portfolio.
- Renewal calendar: Monitor policy expiration and renewal deadlines, proactively flagging upcoming dates so renewals begin on schedule.
- Premium & invoicing support: Assist with reviewing premium allocations and invoices, reconciling discrepancies, and processing insurance-related payments for follow-up.
Certificates of Insurance & Compliance
- Certificate issuance: Request, track, and issue certificates of insurance (COIs) and evidence of property/liability coverage as needed by lenders, investors, and partners.
- Vendor & contractor compliance: Collect, review, and track incoming COIs from vendors, contractors, and tenants to verify required coverage limits and additional-insured status.
- Records compliance: Maintain accurate records in accordance with privacy, confidentiality, and recordkeeping requirements.
General Administrative Support
- Data entry & databases: Perform accurate data entry and maintain departmental databases, spreadsheets, and tracking tools (heavy use of Microsoft Excel and Outlook).
- Document preparation: Type, format, copy, and distribute documents, reports, and correspondence on behalf of the Analysts.
- Meeting coordination: Schedule meetings and claim reviews, prepare agendas, take and distribute minutes, and arrange logistics for internal and external stakeholders.
- Reporting support: Assist in compiling loss runs, claims reports, and other periodic reporting for management and external partners.
- Communication: Answer and direct phone calls and emails, respond to routine inquiries, and serve as a professional point of contact for the department.
- Filing & records management: Organize and maintain both digital and physical files in accordance with company standards.
- Strong written and verbal communication skills and a professional, customer-service orientation.\Ability to manage multiple priorities, meet deadlines, and handle confidential information with discretion
- Ability to work both independently and collaboratively as part of a busy team.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES
Required
- High school diploma or equivalent. An associate's degree in business, insurance, risk management, or a related field is preferred.
- Two or more years of administrative, insurance, or claims-support experience, or an equivalent combination of education and experience.
- Proficiency in Microsoft Office, particularly Excel and Outlook.
- Excellent organizational skills with a high degree of accuracy and attention to detail.
- On-site position based in the Columbia, Missouri office; standard business hours.
- Primarily office-based work involving prolonged periods at a computer workstation.
- Occasional lifting of files or office materials up to 15 pounds.
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