Insurance & Legal Claims Coordinator

Hope The Mission•Los Angeles, CA

10d•$25 - $35•Onsite

About The Position

The Litigation & 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 Litigation & 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.

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.
Background Screening – Employment is contingent upon the successful completion of background checks as required per worksite.
Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.
Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.
Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.
Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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