Loss Prevention Claims Coordinator (Onsite)

W Services Group LLC; Brentwood (NY); On-site; USD 32,000 - 37,000; Full time

Job summary

W Services Group LLC in Brentwood, NY seeks a Loss Prevention Claims Coordinator to manage LP incidents across client sites. You will review reports, interview contractors and clients, and determine resolutions within response-time guidelines.

You will coordinate with Operations, Finance, Legal, and Senior Leadership, maintain documentation, and ensure confidentiality while meeting escalation thresholds and contract review responsibilities.

Qualifications

• Associate or bachelor’s degree preferred, with 1–3 years of relevant experience in loss prevention or related admin work.
• Experience in loss prevention, investigations, claims, vendor/subcontractor management, facilities services, or related administrative work.
• Ability to read and interpret contract language—scope, insurance, indemnification, liability, and payment terms.

Responsibilities

• Open and manage LP cases in Case Management system, ensuring all required fields, notes, and supporting documentation are complete.
• Independently investigate incidents by interviewing contract partners and client contacts, gathering evidence, and cross-referencing accounts.
• Apply category-specific investigation protocols and maintain factual documentation.
• Coordinate with Field/Area Managers, Finance, Construction Services, Senior Leadership, and Legal to resolve cases (chargebacks, repairs, reimbursements).
• Provide timely status updates and a formal written resolution notice at case close.
• Meet SOP-defined timelines and escalate when a case exceeds thresholds.
• Maintain confidentiality of LP case information.
• Review client contracts and amendments, tracking key terms like scope, insurance, indemnification, pricing, and notices.
• Maintain contract files with executed copies, dates, and deadlines.
• Flag missing or non-standard provisions and route to Sr. Manager, Legal & Compliance for review.

Skills

Investigative instincts

Written communication

Case management

Interpersonal skills

Contract language

Education background

Education

Associate or bachelor's degree preferred

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Salary Range: $23.00 To $27.00 Hourly

W Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.

Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.

Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.

We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.

SUMMARY

The Loss Prevention Claims Coordinator manages the intake, investigation, and resolution of Loss Prevention (LP) incidents at our client sites. This role requires reviewing incident reports, independently interviewing contractors, clients, and other stakeholders, cross-referencing accounts, and determining appropriate resolutions — including corrective action, chargebacks, repairs, or reimbursement — within firm response-time and escalation requirements. The coordinator balances investigative rigor and sound judgment with meticulous case documentation, clear written communication, and close coordination across Operations, Field Management, Finance, and Senior Leadership. Separate from LP casework, the coordinator also supports the Legal & Compliance department with client contract review, tracking key terms and routing issues to the Sr. Manager, Legal & Compliance.

PRIMARY RESPONSIBILITIES

• Open and manage LP cases in Case Management system, ensuring all required fields, notes, and supporting documentation are complete and current.
• Independently investigate reported incidents — including theft, property damage, harassment, injury, misconduct, nonpayment disputes, and safety/compliance issues such as slip-and-fall reports — by interviewing contract partners and client contacts separately, gathering evidence, and cross-referencing accounts before drawing conclusions.
• Apply category-specific investigation protocols and maintain factual, attribution-based documentation throughout.
• Coordinate with Field/Area Managers, Finance, Construction Services, Senior Leadership, and Legal as needed to resolve cases, including chargebacks, payment holds, repairs, and reimbursements.
• Communicate with client contacts and Contract Partners throughout the investigation, providing timely status updates and a formal written resolution notice at close-out.
• Meet all SOP-defined timelines and escalation thresholds, notifying Senior Leadership and/or Legal when a case exceeds defined dollar or severity thresholds.
• Maintain strict confidentiality of all LP case information in line with WSG's documentation and record-retention standards.
• Review client contracts, master service agreements, amendments, and renewals, tracking key terms such as scope of services, term and renewal dates, insurance and indemnification requirements, pricing, and notice provisions.
• Maintain a contract file and tracking log, ensuring executed copies, effective dates, and key deadlines are recorded and current.
• Flag missing, ambiguous, or non-standard provisions and route them to the Sr. Manager, Legal & Compliance for review; assist with follow-up and execution once direction is provided.

SKILLS

• Strong investigative instincts and sound judgment, with the discretion to handle sensitive matters professionally and confidentially.
• Excellent written communication skills, with the ability to document findings clearly, neutrally, and accurately under time pressure.
• Comfort working within case management/ticketing systems and managing multiple open cases against firm deadlines.
• Strong interpersonal skills to coordinate across internal departments (Operations, Field, Finance, Legal, Senior Leadership) as well as external contract partners and clients.
• Ability to read and interpret commercial contract language — scope, insurance, indemnification, liability, and payment terms — with attention to detail in tracking dates and deliverables; prior contract administration or paralegal exposure is a plus.
• Associate or bachelor's degree preferred, along with 1–3 years of relevant experience in loss prevention, investigations, claims, vendor/subcontractor management, facilities services, or related administrative work.

ADDITIONAL RESPONSIBILITIES

• Participate in special projects or initiatives as assigned
• Adapt to changing priorities to support department and organizational goals.
• Support cross-functional initiatives to improve processes, efficiency, or team outcomes.

W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.