Insurance & Legal Claims Coordinator

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 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.

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

• 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.

Physical, Demands, Environmental Conditions, Equipment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend,  squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as  files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with  hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with  the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative  and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of  the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings  that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing. 

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training. 

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.