Insurance Operations & Claims Administrator

Position Overview

The Insurance Operations & Claims Administrator will provide internal administrative, operational, and project-management support for The Moinian Group's insurance program across its real estate portfolio, development projects, operating assets, and corporate exposures.

The position will serve as the central internal coordinator among Moinian's departments, the outsourced risk management firm, insurance broker, claims professionals, lenders, legal counsel, property teams, and other external parties. The role is responsible for gathering and organizing information, maintaining accurate records, tracking open items, coordinating responses, and helping move insurance, claims, compliance, loss-control, and renewal-related projects to completion.

Key Responsibilities

Insurance Administration and Recordkeeping

- Maintain a centralized repository of policies, binders, endorsements, certificates, invoices, premium allocations, claims records, lender requirements, inspection reports, and related correspondence.

- Maintain calendars and trackers for policy expirations, renewal milestones, premium due dates, audits, outstanding documents, and required follow-ups.

- Coordinate certificates of insurance, binders, endorsements, evidence of insurance, and related documentation with the insurance broker, outsourced risk management firm, internal departments, lenders, tenants, vendors, and other stakeholders.

- Track premium invoices, allocations, payments, audit requests, return premiums, and outstanding balances in coordination with finance and accounting.

- Prepare internal status reports and dashboards covering open insurance, claims, compliance, renewal, and loss-control items.

Renewal Information and Project Coordination

- Coordinate the internal collection, validation, and consolidation of renewal information requested by the outsourced risk management firm and insurance broker.

- Gather schedules of values, occupancy information, construction details, capital improvement plans, property characteristics, loss information, financial data, and other underwriting materials from the appropriate internal teams.

- Maintain a renewal project plan showing each requested item, responsible department, due date, status, and escalation point.

- Follow up with internal stakeholders to ensure requested information is complete, accurate, and delivered on time.

- Organize renewal meetings, maintain action-item logs, and track responsibilities through completion.

- Support the outsourced risk management firm and insurance broker in preparing renewal materials and management presentations by supplying accurate source information and maintaining version control.

Claims Administration and Follow-Up

- Serve as the internal administrative coordinator for first-party property and third-party liability claims.

- Assist with claim reporting and assemble incident reports, photographs, invoices, contracts, leases, property records, repair estimates, and other requested documentation.

- Maintain a comprehensive claims log showing status, assigned adjusters and counsel, reserves and payments when provided, deductibles, outstanding information requests, next steps, and responsible internal parties.

- Coordinate communications and meetings among internal teams, the outsourced risk management firm, insurance broker, adjusters, attorneys, restoration contractors, consultants, carriers, and third-party administrators.

- Follow up on outstanding claim documentation and action items and escalate material delays or unresolved issues.

- Support the collection and organization of information needed to pursue insurance recoveries and help move claims toward resolution.

Loss-Control and Inspection Coordination

- Schedule carrier inspections, engineering visits, and loss-control meetings with property and facilities teams.

- Maintain a centralized tracker for carrier recommendations, identifying the property, required action, responsible party, due date, status, and supporting documentation.

- Follow up with responsible departments and vendors regarding remediation work and obtain evidence of completion for the outsourced risk management firm, insurance broker, or the carrier.

- Escalate overdue or material recommendations to management and the external risk-management team.

Contract, Lender, and Transaction Support

- Gather and organize insurance requirements contained in leases, contracts, loan documents, and transaction checklists for review by legal counsel, the outsourced risk management firm, and the insurance broker.

- Coordinate evidence of insurance and required documentation for acquisitions, dispositions, refinancings, construction projects, and lender requests.

- Track open lender, tenant, contractor, and vendor insurance requirements and route technical coverage questions to the outsourced risk management firm or insurance broker.

- Collect and track contractor, tenant, and vendor certificates of insurance, escalating deficiencies for appropriate review.

Incident Response and Internal Coordination

- Maintain current emergency contacts, claims-reporting instructions, vendor information, and escalation protocols.

- Help coordinate internal communications and documentation following significant incidents.

- Maintain incident records and ensure that required information is routed promptly to the outsourced risk management firm, insurance broker, carriers, counsel, and other appropriate parties.

- Assist with scheduling and documenting internal training relating to incident reporting, claim documentation, emergency response, and loss prevention.

Qualifications

- Bachelor's degree preferred, or equivalent relevant professional experience.

- Three to five years of experience in insurance administration, claims coordination, real estate operations, property management, legal administration, finance administration, or project management preferred.

- Strong project-management, follow-up, recordkeeping, and organizational skills.

- Demonstrated ability to collect information from multiple departments, maintain detailed trackers, and meet firm deadlines.

- Experience handling insurance documentation, claims files, certificates of insurance, invoices, contracts, or lender requests is helpful.

- Working familiarity with commercial property and casualty insurance terminology is preferred, but deep insurance placement or risk-management expertise is not required.

- Strong written and verbal communication skills and the ability to coordinate effectively with senior management, internal departments, and external professionals.

- Proficiency in Excel, Word, PowerPoint, Outlook, and document-management systems.

- Detail-oriented, proactive, collaborative, and comfortable escalating overdue or incomplete items.