Claims Intake Specialist

Xylem Tree Experts; Norfolk (VA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401K

Job summary

Xylem Tree Experts in Norfolk, Virginia seeks a Claims Intake Specialist to support the Legal and Risk functions by efficiently receiving, documenting, and coordinating initial claim intake. You will gather information from stakeholders and maintain organized records throughout the process.

The role emphasizes data accuracy, confidentiality, and timely communication with internal teams, carriers, and external partners to ensure smooth claim progression.

Responsibilities

• Receive, review, and document incoming claims, incidents, and related inquiries in a timely and accurate manner.
• Gather required claim information from internal stakeholders, field teams, vendors, customers, and other relevant parties.
• Enter and maintain claim details, supporting documentation, notes, and status updates in the claims management system or designated tracking tools.
• Ensure claim files are complete, organized, and properly categorized for review, investigation, and resolution.
• Communicate with internal departments, legal/risk team members, insurance carriers, third-party administrators, and external partners regarding claim intake and follow-up needs.
• Track claim activity, deadlines, missing information, and pending items to support timely processing and claim progression.
• Review intake information for accuracy, completeness, and potential issues requiring escalation to leadership, Legal, Risk, or other appropriate parties.
• Assist with preparing reports, summaries, correspondence, and documentation related to claims activity and intake trends.
• Maintain confidentiality of sensitive claim, employee, customer, and company information in accordance with company policies and legal requirements.
• Support continuous improvement of claim intake processes by identifying gaps, recommending efficiencies, and helping ensure consistent documentation practices.
• This position requires employee to be able to pass a background check and drug screen as required for this job.

Job description

The Claims Intake Specialist is responsible for receiving, documenting, and coordinating the initial intake of claims to ensure accurate, timely, and organized processing. This role supports the Legal/Risk function by gathering relevant information, maintaining claim records, and facilitating communication with internal and external stakeholders throughout the intake process.

Essential Functions

• Receive, review, and document incoming claims, incidents, and related inquiries in a timely and accurate manner.
• Gather required claim information from internal stakeholders, field teams, vendors, customers, and other relevant parties.
• Enter and maintain claim details, supporting documentation, notes, and status updates in the claims management system or designated tracking tools.
• Ensure claim files are complete, organized, and properly categorized for review, investigation, and resolution.
• Communicate with internal departments, legal/risk team members, insurance carriers, third-party administrators, and external partners regarding claim intake and follow-up needs.
• Track claim activity, deadlines, missing information, and pending items to support timely processing and claim progression.
• Review intake information for accuracy, completeness, and potential issues requiring escalation to leadership, Legal, Risk, or other appropriate parties.
• Assist with preparing reports, summaries, correspondence, and documentation related to claims activity and intake trends.
• Maintain confidentiality of sensitive claim, employee, customer, and company information in accordance with company policies and legal requirements.
• Support continuous improvement of claim intake processes by identifying gaps, recommending efficiencies, and helping ensure consistent documentation practices.

This position requires employee to be able to pass a background check and drug screen as required for this job.

Work Authorization Requirements

Must meet I-9 requirements. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Affirmative Action/EEO statement

Xylem Tree Experts and Kendall Vegetation Services provide equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, obligations, and activities may change at any time, with or without notice.

Reasonable Accommodation Statement

XKIG is an equal opportunity employer and complies with all federal, state, and local nondiscrimination laws, including the ADA. If you need a reasonable accommodation during the application or hiring process, please contact our Talent Acquisition team at 877-418-2999.

Benefits Offered

This is a full-time position that offers health insurance benefits for medical, vision, and dental, as well as the option for enrollment in a 401K.

Paid Time Off (PTO)

Eligibility and accrual timelines vary by position with some roles gaining PTO immediately and others becoming eligible after a set period of employment. Details are provided during the hiring process and may vary for Union hires.

AI Usage Disclaimer

As part of our commitment to efficiency and innovation, we may use artificial intelligence (AI) tools during the recruiting and onboarding processes. These tools assist with tasks such as resume screening, interview scheduling, and communication. All decisions regarding hiring and employment are ultimately made by our human team. If you have questions or concerns about this process, please contact our HR department.