Subcontractor Investigations Coordinator

Kellermeyer Bergensons Services; Oceanside (CA); On-site; USD 30,000 - 47,000; Full time

Benefits offered by this job

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Job summary

Kellermeyer Bergensons Services (KBS) is seeking an Investigations Coordinator to support subcontractor claims processes. The role involves initiating vendor investigations, gathering facts from multiple sources, and ensuring documentation is complete and accurate.

You will liaise with claimants, vendors, and internal teams, maintaining CRM records and contributing to settlement discussions as needed. Ideal candidates have 3+ years in compliance or claims administration, strong communication

Qualifications

• Experience coordinating investigations and gathering facts from multiple sources.
• Strong written and verbal communication, with attention to detail.
• Familiarity with vendor management and compliance programs.

Responsibilities

• Initiate investigations involving vendors and gather facts from vendors, claimants, and internal departments.
• Contacts claimants to obtain information supporting their claims.
• Update CRM with claim information and generate status reports.
• Assist in generating settlement agreements and obtain required documents.
• Obtain W-9 forms from claimants when applicable and update records.
• Process payments/deductions and communicate deadlines to vendors.
• Coordinate conference calls for sensitive discussions with stakeholders.
• Prepare ad-hoc reports and participate in workload planning with supervisor.

Skills

Detail oriented

Communication skills

Excel

MS Office

Investigations

Vendor management

Documentation

Education

High School Diploma or GED

Bachelor’s Degree preferred

Tools

CRM systems

MS Excel

Word

Job description

Subcontractor Investigations CoordinatorAbout KBSKellermeyer Bergensons Services (KBS) is the largest privately held provider of facility services in North America, servicing over 2 billion square feet of space daily. We help industry leaders across a wide range of key verticals—including retail, industrial and logistics, healthcare, education, manufacturing, and more—maintain clean, efficient, and welcoming spaces that support their operations. As we continue to grow, we’re looking for team members who are dedicated, reliable, and ready to contribute to a culture built on respect, opportunity, and pride in service.If this sounds like you, then why wait, APPLY TODAY!!Position SummaryCoordinates the investigation of a variety of claims. Reviews claims and relevant facts provided. Contacts vendor, claimants and KBS employees, to gather additional facts and clarify information. Reviews vendor agreements as part of the fact gathering process. Works to ensure that compliance with KBS' vendor agreements is being maintained and risk exposures mitigated.Essential Duties and ResponsibilitiesJob responsibilities include but are not limited to:Initiate investigations involving vendors, gather facts, and review information received from vendors, claimants, and internal KBS departments, to determine compliance with KBS’ vendor agreement and resolve claims accordinglyContact claimants to obtain claim information and details supporting their claimsInform vendors via phone and email of claims received by KBS, and requests proof of resolution, supporting documentation (e.g., check stubs, payroll records, etc.), or detailed explanations if claims are being disputedUpdate CRM system with claim information, including the creation of new records, generation of status reports, and amounts incurred by KBS not recoverable from vendorsWork with supervisor to generate settlement agreements with claimants, when applicable, and ensures signed copies are received from claimantsObtain W-9 forms from claimants, when applicable, and updates CRM systemProcess payment deductions from vendor, and process payments directly to claimants when deadlines are not met by vendors, or if vendors fail to cooperate or respond to KBS’ investigation Inform supervisor if it is necessary to set up conference calls to discuss claims (including those of a highly sensitive nature) with vendors, claimants, KBS’ customer service, field operations managers, legal, human resources, and/or executives Initiate requests to terminate vendors that are not compliant with the vendor agreementMeet with supervisor weekly to discuss workload, sensitive claims, and short-term and long-term goalsWork on miscellaneous projects and generates ad-hoc reportsAdditional Duties and ResponsibilitiesUpon request of management.Knowledge, Skills and CompetenciesKnowledge:Vendor management compliance or related contract agreements and services compliance and issue mitigationInvestigation methods including proper steps to fact finding and documentationRelationship managementCustomer service principles and practicesFacilities maintenance service industrySkills:Excellent management of prioritiesExcellent written and oral communication skillsListening and problem-solving skillsStrict attention to detail and factual documentationChange agileAnalytical skillsUse of Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, with an emphasis on Excel VLOOKUP, Pivot Tables, Graphs, etc.)Typing 40 wpmCompetencies:Adaptable, resourceful with keen sense of how to navigate and prioritize varying requestsTeam player; supportive of and helps others in learningIntegrity and trustDiscernmentEducational Qualifications/Job Experience RequirementsExperience Required:3 years compliance administration or claims administration experience where diplomatic gathering, review and reporting of facts was requiredEducation:High School Diploma or GED; Bachelor’s Degree preferredWorking Conditions/Physical RequirementsSchedule:Regular weekly schedule; weekends or holidays as neededThe working conditions and physical environments described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical requirements:Extended periods of work seated at a desk; repetitive hand motions; prolonged use of computer; occasionally lift and carry up to 25 lbs.Ability to speak clearly (use of voice)Vision requirements include close vision, distance vision, moderate peripheral vision, depth perception and ability to adjust focusEnvironment:Office environment generally mild to moderate conditions including varying temperatures and noise levels conducive to a busy workplace and office equipmentLighting varies based on building requirements and may be adjusted within reasonTime constraints and related pressures to complete work are highTravel: <5%KBS considers all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity, and expression, marital or military status, or based on an individual's status in any group or class protected by applicable federal, state, or local law. KBS also provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.The base hourly pay range above represents the minimum and maximum of the pay range for this position. Actual placement within this range will vary based on various factors including but not limited to experience, education, training, and geographic location. Hourly rates may vary based upon state/local minimum wage restrictions. Final hourly rate of pay will be discussed and determined during the hiring process. Hourly employees will be eligible for overtime pay in accordance with applicable law and KBS policy.We participate in the E-Verify program administered by the U.S. Department of Homeland Security