Legal and Claims Intake Coordinator

At Ubiquity, we live and breathe our mantra: Head, Heart, Hustle. This isn’t just a philosophy—it’s the foundation of who we are and what we do. As a Legal and Claims Intake Coordinator, you’ll embody this mantra every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

What You’ll Do:

Document Intake and Routing

• Receive and log legal correspondence and claim documents, recording receipt date, delivery method, property, employing entity, case or claim number, stated deadlines, and assigned contacts.
• Promptly notify the Director of Human Resources or designated company leader of incoming documents.
• Forward and coordinate employee-related correspondence to designated HR, counsel, or insurance contacts
• Forward and coordinate property- or guest-related correspondence between the designated General Manager and property insurance carrier, as instructed.
• Confirm receipt by assigned recipients and follow up on outstanding acknowledgments.
• Refer unclear routing instructions or unfamiliar requests to the appropriate supervisor.

Records Collection and Coordination

• Communicate approved requests for records, information, and factual statements to General Managers and corporate departments, including required items and submission dates.
• Gather requested employment, payroll, timekeeping, incident, property, and other records, checking submissions against request lists without altering originals.
• Organize documents and prepare cover sheets, indexes, and factual timelines from supplied information,
  as directed.
• Securely transmit approved materials to authorized recipients and record what was provided, to whom, and when.
• Coordinate case-related meetings and calls as requested.

Third-Party Communication

• Serve as an administrative point of contact for assigned attorneys, brokers, insurance carriers, adjusters, and claims administrators.
• Acknowledge requests, confirm receipt of documents, and provide administrative status updates on pending items.
• Relay substantive questions to the Director of Human Resources or designated company leader.
• Follow up on outstanding requests as instructed.

Case Tracking and File Maintenance

• Maintain a centralized tracker of open matters, contacts, stated deadlines, requested information, and pending actions, updating status based on information from authorized contacts.
• Enter deadlines supplied by counsel, insurers, leadership, or incoming correspondence, obtain clarification when needed, and escalate approaching deadlines or delayed responses.
• Maintain organized electronic files, correspondence histories, contact lists, intake checklists, and routing templates.
• Follow document preservation, retention, and closure instructions issued by HR or counsel.

Confidentiality

• Protect confidential employee, medical, legal, insurance, and company information, limiting access and disclosure to authorized individuals.
• Store and transmit documents only through approved, secure systems.
  

What We’re Looking For:

• High school diploma or equivalent required; additional education in business administration, legal studies, or a related field preferred.
• Experience in administrative support, records coordination, legal office support, or insurance claims
  support.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Ability to manage multiple requests and deadlines across several locations.
• Professional written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and SharePoint.
• Experience handling confidential information; familiarity with legal correspondence and insurance claims preferred. A law degree or paralegal certification is not required.
  

Why Join Us?

Head: Access to career development programs that help you grow professionally and personally.

Heart:Be part of a people-first culture that values your contributions and supports your aspirations.

Hustle: Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.

At Ubiquity, we’re more than a workplace—we’re a community that’s invested in your success. If you’re ready to make an impact and grow with us, apply now and experience how we bring Head, Heart, and Hustle to life every day.

Apply today and start your journey with Ubiquity!