Insurance Claim Coordinator
End-to-end claim lifecycle: incident → first notice of loss → adjuster scheduling → vendor coordination → reserve impact → payout reconciliation. Holds counsel + treasurer + vendor + carrier in sync.
2Active claims
1Adjuster meeting today
7Closed YTD
$84,200Recovered YTD
Active claims
CLAIM-2026-04-142
Plaza Tower · water damage · floors 5–6
⏳ Adjuster on site today 2 PM
Incident: Apr 26 · Sprinkler pipe burst · 3 units affected (#612, #512, #412) · Liberty Mutual master · Adjuster: K. Phelps
✓Apr 26 14:08 · Leak emergency runbook fired · vendors dispatchedFirst On Site arrived 14:43
✓Apr 26 16:30 · First notice of loss filed with Liberty MutualManager + counsel
✓Apr 26–27 · Photos + video documentation (38 photos · 4 video clips)Saved to Drive
✓Apr 27 · Affected unit owners notified · counsel-reviewed lettersPer leak runbook
✓Apr 27 · ServePro mitigation invoice submitted ($14,200)Bound to claim
●Apr 28 14:00 · Adjuster site visit · K. Phelps with manager MelissaToday
○Apr 30 · Adjuster's preliminary reportExpected
○May 5 · Vendor estimates due (drywall, paint, flooring)3 vendors quoting
○May 12 · Adjuster's final settlement offer—
○May 19 · Acceptance / counter via counselTreasurer + counsel
○Reconcile payout to reserves & vendor invoicesAfter close
Master deductible: $25k · borne by Plaza Tower COA reserves. Estimated total damages: $48k–62k.
CLAIM-2026-03-088
The Lakes (LUHOA) · wind damage · clubhouse roof
⏳ Settlement negotiation
Incident: Mar 14 · Tropical storm gust · clubhouse roof partial uplift · Travelers · Adjuster: M. Velez · 45 days in
✓Mar 14 · FNOL filed · adjuster scheduled
✓Mar 18 · Adjuster site visit · prelim damage $32k
✓Mar 25 · Vendor estimates collected (3 vendors)
✓Apr 4 · Adjuster's offer: $24,500 (less $5k deductible)
●Apr 12 · Counter at $34k via counsel · pending response
○Resolution by mid-May expected
Recently closed
CLAIM-2025-11-029
Centerville HOA · landscape damage · vehicle accident
✓ Paid Jan 18 · $4,200
Incident: Nov 14, 2025 · Driver hit entry-gate landscape · Driver's auto insurance paid in full · No COA deductible · Closed Jan 18, 2026.
CLAIM-2025-09-207
Plaza Tower · garage water intrusion
✓ Paid Dec 22 · $18,400 net
Incident: Sep 8, 2025 · Storm-related garage waterproofing failure · Liberty Mutual · $25k deductible borne by reserves · Net recovery $18,400 · Closed Dec 22.
Workflow steps automated
Step 1
Incident triggers FNOL
When the leak runbook or violation tracker creates a "covered event" tag, the system auto-drafts the First Notice of Loss with Drive folder + photos + initial vendor invoices. Manager reviews + submits to carrier.
Step 2
Adjuster scheduling
Carrier's adjuster scheduling email gets parsed; auto-creates the calendar event with manager + on-site staff. Photos packet + access instructions sent to adjuster.
Step 3
Vendor coordination
Mitigation, repair, and inspection vendors loop into the same claim. Their COIs auto-checked. Their invoices auto-tagged to the claim for reconciliation. Approved-vendor list per service type.
Step 4
Reserve impact tracking
System pre-calculates the deductible drawdown from reserves and flags it in the Reserve Study Tracker + Cash Snapshot. Treasurer alerted before any draw.
Step 5
Settlement negotiation
Counsel-drafted counters and acceptance documents stored in claim folder. Settlement offer + counter math tracked. BOD approval for settlements above governing-doc threshold.
Step 6
Payout reconciliation
When the carrier check arrives, system reconciles against vendor invoices and any deductible draw. Variance flagged. Audit log entry. Closed in financial system.
Why this exists: insurance claims are slow, document-heavy, and easy to mis-handle. A delayed FNOL or missing photo can cost the association tens of thousands. The system enforces the right sequence + holds all the documentation in one place per claim. Audit-trail is also useful for any subsequent BOD financial review or DBPR inquiry.
