Client Intake & Operations Coordinator (Melville)

Client Intake & Operations Coordinator (First Point of Contact | Claims Support Hub)

About United Public Adjusters & Appraisers, Inc. (UPA) United Public Adjusters & Appraisers, Inc. (UPA) is a premier public adjusting firm representing policyholders after property damage. We specialize in high-value residential and commercial insurance claims, supported by a team of professionals dedicated to maximizing claim outcomes and delivering a superior client experience.

We are a mission-driven company helping families and businesses rebuild after loss.

Role Overview The Client Intake & Operations Coordinator serves as the first point of contact for all new inquiries and the central communication hub supporting our claims team.

This is more than an administrative role. You are the professional voice and presence that sets the tone for every new client relationship. From the first call to the internal handoff, you ensure that each case is organized, documented, prioritized, and positioned for success.

You will gather key claim information, provide clarity and reassurance to policyholders during a stressful time, and coordinate closely with adjusters, estimators, and leadership to ensure seamless onboarding into the claims process.

This role is ideal for someone with 3+ years of experience in reception, call centers, medical offices, or high-volume administrative environments who is ready to step into a more strategic, client-centered position with autonomy and impact.

Key Responsibilities

First Point of Contact & Client Experience -Serve as the professional, empathetic first point of contact for prospective clients via phone, email, and web inquiries -Conduct structured intake conversations to gather detailed information regarding property damage, coverage, urgency, and claim status -Provide reassurance and clarity to policyholders during stressful situations -Set expectations by clearly explaining next steps, documentation needs, and the overall claims process

Intake Management & Case Setup -Evaluate incoming inquiries and use sound judgment to prioritize and route cases appropriately -Create and organize digital case files -Compile clear intake summaries for adjusters, including property details, policy information, documentation status, and time-sensitive issues -Track early-stage milestones to ensure follow-ups and required documents are completed

Team Support & Coordination Hub -Act as the communication bridge between clients and internal team members -Coordinate consultations, inspections, and site visits, ensuring all stakeholders are aligned and prepared -Prepare documents and materials for internal claim reviews -Support cross-functional administrative initiatives that enhance operational efficiency and client experience

Process Improvement & Operational Support -Identify workflow gaps and recommend improvements to intake and communication processes -Help standardize procedures that improve response times and internal coordination -Maintain accurate reporting and organized digital records

Qualifications -Minimum 3 years of experience in reception, call center, administrative, or medical office settings -Experience in insurance, legal, real estate, restoration, or claims administration (preferred) -Experience managing high-volume communication while maintaining professionalism and accuracy -Proven ability to independently manage client conversations and detailed follow-ups -Empathetic communication style -Strong judgment and problem-solving skills with the ability to work with minimal supervision -Exceptional organizational skills and attention to detail -Proficiency with email, CRM systems, cloud-based platforms, and digital tools -High-level written and verbal communication skills -Reliable and punctual, with the ability to work onsite in Melville, NY

Benefits & Perks -Health Insurance (majority employer-paid) -Vision Insurance -401(k) with Company Matching -Generous PTO & Paid Holidays -Professional Training Support -Free Breakfast, Lunch, Snacks Provided Daily