Risk Management Coordinator

Toot'n Totum Food Stores, LLC.; Amarillo (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Toot'n Totum Food Stores, LLC. is seeking a Risk Management Coordinator in Amarillo, TX to support the Risk Manager with workers' compensation, on-the-job injury, and general liability claims.

You will maintain COIs, coordinate with brokers, and help ensure timely return-to-work and investigations. Responsibilities include administering risk management policies, drafting communications, managing claim files, and maintaining fleet and insurance records.

Qualifications

• Associate or bachelor’s degree in HR, business, risk management or related field.
• 3+ years of guest relations experience in risk management support.
• Experience supporting risk management programs, workers’ compensation, property and liability.
• Experience with insurance captives and brokers/adjusters preferred.

Responsibilities

• Provide day-to-day HR support for Workers' Compensation and On-the-Job Injury claims.
• Assist in compliance with risk management policies, property, auto, and general liability.
• Coordinate treatment plans and facilitate return-to-work for injured workers.
• Support Risk Manager by handling inquiries via phone, email, or in person.
• Work with third-party carriers, adjusters and brokers on claims management.
• Draft communications, manage work status reports and medical notes with adjusters.
• Assist in dispute resolution and incident management.
• Maintain Certificates of Insurance for vendors and manage fleet/vehicle records.
• Attend claims reviews and coordinate subsequent action items as needed.
• Collaborate with vendors and third-party providers in risk-related activities.

Skills

Risk management

Data collection

Claims coordination

Guest service

Written communication

Organization

Integrity & confidentiality

Independent judgment

MS Office

Regulatory knowledge

Travel readiness

Education

Associate or Bachelor’s degree in HR/Business/Risk

Related field degree

Tools

Microsoft Office Suite

Job description

At Toot 'n Totum, we're committed to bringing passion and customer focus to the business. Summary: The Risk Management Coordinator provides functional and administrative support to the Company’s Risk Management and claims programs. This position supports the Risk Manager in oversight of the organization’s comprehensive insurance and risk management program to include occupational injury, worker’s compensation, general liability, property and auto claims. The Risk Management Coordinator works to successfully build and maintain strong team member relationships while embracing empathy and compassion.

Essential Duties & Responsibilities

• Provide day-to-day HR support to team members related to Workers Compensation and On-the-Job Injury (OJI) claims.
• Aid in compliance with risk management policies and procedures, property, occupational injury, auto, general liability, crime policies & umbrella for Toot’n Totum and its related companies.
• Coordinate treatment plans and facilitate injured worker successful return-to-work with HR, clinics and leadership; guide team members through the claims process and monitor work restrictions for a successful and timely return to full duty.
• Support the Risk Manager to ensure a timely response to all team member inquiries whether by phone, email, in-person, etc.
• Work with third party carrier representatives, insurance claims adjustors and/or broker to assist in claims management.
• Provide administrative support to the Risk Manager by drafting team member communications, managing work status reports, medical notes/certifications, etc. and regular follow-up with claims adjusters.
• Dispute resolution, guest or vendor incident management.
• Support accident investigation activities to include reviewing claims for proper information and cause factors, managing the claim file and conducting follow-up investigations when necessary.
• Maintain Certificates of Insurance (COI) for vendor partners, monitor renewal deadlines to ensure current COIs are on file, coordinate COIs for vendors/suppliers as needed.
• Maintain the Company’s fleet program to include vehicle registration, insurance, maintenance records for Company vehicles, fleet cards and MVR records.
• May attend claims reviews with the TPA to help reinforce expectations around on-the-job injury policies and coordinate subsequent action items as needed.
• Collaborate with vendors and third-party providers such as the insurance brokers, insurance carriers, case managers, etc.
• Perform other related duties as assigned.

Embodied personal leadership qualities through the following: Be in the moment to ensure authentic and humanistic interactions. Continuously volunteer discretionary effort and model desired behaviors to drive business results while also leveraging and respecting separate realities. Be curious in interactions, have courageous conversations with others when needed, and take personal accountability for all responsibilities. Possess a service mindset and balance risk management activities keeping both the team member perspective and Company’s risk exposure in mind. Participate in and follow all Toot’n Totum policies, guidelines and procedures (Safety, Anti-Harassment, Ethics, etc.). Perform other duties as assigned.

Required Skills & Abilities

• Understand operations and services of a risk management program; including terminology used in risk management and claims operations.
• Understand the methods, techniques and practices of data collection, writing business correspondence, report preparation, coordinating and tracking claims along with reporting corrective actions.
• Compile & interpret claims information to facilitate decision-making; review documents for completeness & accuracy while ensuring all claims are reported & acted upon in a timely manner.
• Establish, maintain and foster positive and effective working relationships with those contacted throughout the course of work; provide efficient, high-level of Guest service to team members, Guests, vendor partners and leaders.
• Clear and concise written and verbal communication skills.
• Excellent organizational and time management skills; keen attention to detail.
• Acts with integrity, professionalism and confidentiality.
• Independently organizes work, sets priorities, meets critical deadlines and follows up on assignments.
• Exercises independent judgment within general policy, legal and procedural guidelines.
• Proficient with Microsoft Office Suite and related software.
• Requires the ability to maintain a high level of trust with stakeholders; must protect the interest of stakeholders and individual professional integrity.
• Basic knowledge of Federal safety and health employment laws such as OSHA, Title VII, FLSA, ADA, HIPAA and ERISA.
• Some travel may be required; generally targeted to benchmarking within the industry, representing Toot’n Totum in industry meetings, periodic site visits for compliance checks and post-accident investigations.

Education & Experience

• Associate or bachelor’s degree in human resources, business administration, risk management or related field.
• 3+ years of guest relations experience related to risk management support; or equivalent combination of education and experience.
• Experience providing support to risk management programs, workers’ compensation, occupational injuries, property and liability, or related claims programs.
• Experience working with insurance captives and insurance brokers/adjusters, desired.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to stand, walk, sit, talk/hear, push/pull, climb, bend/stoop, crouch/kneel/crawl, balance, twist/reach, carry, grasp with hands, squat and use keyboard.

Lifting Requirements

• Lift/pull up to 15lbs regularly; up to 30lbs on occasion.

Hearing Requirements

• Ability to hear alarms, communication equipment and verbal instructions.

Cognitive Requirements

• Complex reading, writing and math skills.
• Complex speech skills; must be able to speak, read, write & understand the English language, clerical tasks, memorization, analytical skills, function under stress & make independent decisions.

Vision Requirements

• General vision requirements in addition to close vision <20 inches, color vision and peripheral vision.

Noise Levels

• Normal <85dB noise levels.

Repetitive Motions

• Regularly & repetitively use both feet and both hands.

Environmental Factors

• General working conditions include a fast-paced office environment with numerous distractions like others talking, office equipment noise and phones ringing.

Toot'n Totum and its affiliated companies provides a drug-free workplace. Toot'n Totum and its affiliated companies are an equal opportunity employer (Minority/Female/Disabled/Veteran). Our employment practices are in accordance with the laws that prohibit discrimination against qualified individuals on the basis of race, religion, color, gender, age, national origin, physical or mental disability, genetic information, veteran's status, marital status, gender identity and expression, sexual orientation, or any other status protected by applicable law.

Toot'n Totum was founded in 1950 by the Mitchell family, and has grown to over 110 business units including 98 convenience stores, kitchen, car wash locations, lube centers, Mitch's BBQ, and Wendy's/Which Wich franchises located throughout the Texas and Oklahoma panhandles, Southern Kansas, and New Mexico. A privately owned company headquartered in Amarillo, Texas, it employs over 1,700 people throughout its various divisions. For more information, visit www.tootntotum.com.