Litigation Coordinator - State National

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The Litigation Coordinator position is required to work onsite five days per week due to the responsibilities associated with physical mail intake, document scanning, reconciliation, processing, and the need to maintain continuous departmental coverage.

Essential Functions

• Receive, open, sort, date-stamp, count, and prepare incoming physical and electronic correspondence for processing.
• Efficiently sort documents and correspondence received from various sources, including physical mail, fax, email, portals, vendor platforms, secure shared links, and other approved delivery methods.
• Ensure documents and attachments remain accurately matched throughout the intake and processing process.
• Conduct thorough reviews of legal, litigation, claims, insurance, and regulatory documents to accurately identify relevant policy, claim, case, program, and recipient information.
• Research policy, program, client, and routing information to determine the appropriate handling and destination of incoming documents.
• Scan and accurately index incoming correspondence into State National's electronic workflow system, applying the appropriate document category, routing instructions, and escalation requirements.
• Process litigation and claims-related documents through internal workflow and client-facing systems, including opening, categorizing, archiving, uploading, and distributing materials to the appropriate recipients.
• Review and route documents to the appropriate internal department, business unit, client, Program Manager, or other designated recipient.
• Retrieve, review, and upload documents received through external portals, vendor platforms, secure links, email, and other approved sources.
• Identify expedited, deadline-sensitive, high-priority, or escalation-required documents and ensure they are routed or escalated timely.
• Reconcile documents received, downloaded, scanned, uploaded, and indexed to help prevent missing, duplicate, or incorrectly processed records.
• Perform daily quality-control reviews and audits of shared inboxes, workflow systems, and document records.
• Create and maintain accurate departmental logs and trackers related to mail volume, document intake, electronic submissions, checks, physical materials, outgoing mail, reconciliation activities, and other departmental controls.
• Prepare outgoing legal and operational correspondence, including certified, FedEx, or other trackable mailings as required.
• Handle and document checks, electronic media, original documents, and other physical materials in accordance with departmental procedures.
• Apply established departmental controls, escalation procedures, and processing requirements.
• Establish effective communication with internal and external parties regarding legal, litigation, and claims-related documents, including drafting emails and making or receiving phone calls as needed.
• Assist in managing incoming calls requiring additional support by gathering information from the caller and directing the caller to the appropriate resource.
• Prioritize accuracy and precision in data entry, indexing, routing, and document processing.
• Perform specialized processing tasks as required by the role.
• Maintain a foundational understanding of State National Companies' products, programs, services, and markets.

Additional Responsibilities

• Provide administrative support to management as needed.
• Provide backup coverage for shared inboxes, incoming calls, physical mail intake, scanning, indexing, and document processing.
• Maintain mailing, scanning, labeling, and other document-processing supplies.
• Assist with departmental reconciliation, audit, and quality-control activities as needed.
• Support coverage requirements to ensure incoming physical and electronic correspondence is processed timely.
• Perform other duties and responsibilities as required or requested.

Knowledge, Skills, and Abilities

• Demonstrated ability to work independently and meet deadlines with minimal supervision.
• Strong proficiency with computer systems and the ability to learn multiple internal and external systems.
• Adaptability and the ability to manage a variety of responsibilities in a high-volume environment.
• Intermediate proficiency in Microsoft Outlook, Excel, and Word.
• Strong oral and written communication skills.
• Ability to manage numerous tasks and competing priorities simultaneously.
• Strong customer service skills when communicating with internal and external parties.
• Strong organizational and time-management abilities.
• Exceptional attention to detail and commitment to accuracy.
• Ability to review and interpret legal, litigation, claims, insurance, and regulatory documents.
• Ability to recognize expedited, deadline-sensitive, high-priority, and escalation-required documents.
• Ability to follow established procedures, controls, and reconciliation requirements accurately.
• Ability to handle confidential and sensitive information appropriately.
• Experience using document imaging, scanning, indexing, records management, or electronic workflow systems.
• Ability to work effectively as part of a team while also independently managing assigned responsibilities.

Education and Experience

• High School Diploma or equivalent required.
• Some college education preferred.
• Prior experience with an insurance company or agency is advantageous.
• Prior experience in legal or claims intake, mail operations, document imaging/indexing, records management, or high-volume document processing is preferred.
• Previous experience working with electronic workflow systems, document-management systems, or client portals is preferred.

Onsite Requirement

This is a full-time, in-office position requiring onsite attendance five days per week. Regular onsite presence is an essential requirement of the role because the position is responsible for physical mail intake, scanning, handling original documents and physical materials, reconciliation activities, and providing continuous departmental coverage.

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US Work Authorization

US Work Authorization required. Markel does not provide visa sponsorship for this position, now or in the future.