Claims Associate

Syndicate; Oost-Vlaanderen; Remote; EUR 28,000 - 36,000; Full time

Job summary

WARREN is seeking an entry-level Claims Handler to join our Belgium-based operations team. You will be the first contact for members after a claim, manage intake, explain next steps, and coordinate with HR, finance, and external advisers.

You will learn the process hands-on, supported by senior colleagues, and gradually take over daily claim handling. A strong eye for detail and comfort with digital tools will help you grow with us.

Qualifications

• 1–3 years of experience in customer service, insurance, HR/payroll or social security.
• Structured and precise with a liking for checklists and tidy files.
• Customer-oriented; helps people, especially in tough times.
• Clear, empathetic written and phone communication; no jargon.
• Ability to handle confidential information with discretion.
• Fast learner; asks good questions; willing to grow into owning the function.
• Comfortable with digital tools; curious about automation and AI.
• Fluent Dutch and English; French is a plus.

Responsibilities

• Be the first point of contact for members after a claim is filed and explain what happens next.
• Send members a clear checklist, confirm receipt, and follow up on missing items.
• Keep members and their employer’s HR Manager informed at every step.
• Notice when a case needs a more personal touch, like a phone call instead of an email.
• Check coverage, waiting periods and plan conditions; prepare decisions on straightforward claims.
• Refer cases needing medical judgement to external adviser and translate conclusions clearly.
• Explain decisions and the reasoning behind them clearly and with care.
• Prepare benefit calculations and payments in line with plan conditions.
• Follow up on ongoing cases and changes in a member’s situation.
• Close cases with a clear, appropriately-toned final message.
• Maintain complete and up-to-date case files; ensure confidentiality.
• Flag bottlenecks and help shape tools that replace manual work.

Skills

Customer service

Insurance

HR/payroll

Social security

Attention to detail

Empathy

Clear communication

Dutch & English fluency

Job description

About Warren

Why we exist

Most compensation plans in Belgium are stuck in the past: low-yield products, low transparency, endless paperwork. Meanwhile, employees are stressed about money and HR teams are buried in admin.

That’s where WARREN comes in. We’re pioneering Wealth Enablement: a new category that makes pension, benefits and investing options modern, transparent, and actually valued. Employers love us because we help them attract and retain talent. Employees love us because their money finally works for them.

We’ve secured our pension fund license, a first-of-its-kind in Belgium, and momentum is exploding. As we scale, the quality of our operations is what separates a good experience from a great one.

The role

What you'll own

When a member of one of our pension plans can’t work because of illness or injury, or when a member passes away, them and their family should be able to count on us. We’ve brought the handling of these claims in-house so we can stay close to our members and get it right.

Our operations team has designed this process and is running it today. That means clear checklists, templates and ways of working, plus tooling that keeps improving. As claim volumes grow, we’re looking for someone to join the team, learn the job hands‑on, and step by step take over the daily handling of claims.

You won’t start from a blank page, and you won’t be alone. You’ll be trained and coached by the people who built the process. You’ll work with an external medical adviser on cases that need medical judgement, with Finance on payments, and with Engineering on the tools you use every day. Once you know the work, we expect you to help improve it: spotting what’s unclear, what’s slow, and what could be automated. We encourage you to use and build AI tools along the way.

What you'll work on

The day to day

01

Member contact & claim intake

• Be the first point of contact for members and beneficiaries after a claim is filed, and explain what happens next in plain, human language

• Send members a clear checklist of what’s needed, confirm receipt quickly, and follow up only on what’s missing

• Keep members and their employer’s HR Manager informed at every step

• Notice when a case needs a more personal touch, like a phone call instead of an email

02

Claim follow‑up & decisions

• Check coverage, waiting periods and plan conditions using our checklists, and prepare decisions on straightforward claims

• Pass cases that need medical judgement to our external advising doctor and turn their conclusion into a clear message for the member

• Explain decisions and the reasoning behind them clearly and with care

03

Payments & ongoing cases

• Prepare benefit calculations and payments in line with plan conditions

• Follow up on ongoing cases and on changes in a member’s situation such as return to work or a change in incapacity degree

• Close cases with a clear, appropriately‑toned final message

04

Keeping things accurate & improving them

• Keep every case file complete and up to date. We’re an FSMA-supervised business, so accurate records and strict confidentiality matter as much as the phone call

• Flag where manual work piles up and help shape the tools that replace it

The fit

This role is for you if…

• You have a first experience (1–3 years) in customer service, insurance, HR/payroll, social security or a similar role. Claims experience is a plus, but we’ll teach you the mechanics

• You’re structured and precise: you like checklists, follow‑up and a clean file, and you don’t let things slip

• You’re customer‑oriented: you genuinely want the person on the other side to feel helped, especially when they’re going through a hard time

• You communicate clearly and empathetically, in writing and on the phone, without jargon

• You handle confidential information with discretion

• You learn fast, ask good questions and want to grow into owning this function

• You’re comfortable with digital tools and curious about automation and AI

• You speak fluent Dutch and English. French is a plus

Most of all, you take pride in being someone a member can rely on.