Risk & Safety Coordinator

SUMMARY

The Risk and Safety Coordinator will support the organization's Risk & Safety function by ensuring accurate, timely, and compliant administration of workers' compensation claims and related documentation. This position is ideal for a highly organized professional who thrives in a fast-paced environment and takes pride in maintaining detailed records, managing multiple priorities, and supporting cross-functional teams. This position will play a key role in coordinating communication between internal departments, insurance partners, and third-party administrators while helping maintain compliance with regulatory requirements and internal standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary duties and responsibilities include, but are not limited to, the following:

• Maintain all Workers' Compensation case files, logs, and documentation from intake through closure.
• Track claims' status, deadlines, and required follow-ups with adjusters, medical providers, and internal departments.
• Prepare complete claim packets (incident reports, witness statements, medical documentation) for review by Risk leadership.
• Assist with enforcing safety policies and procedures in compliance with local, state, and federal rules and regulations including Occupational Safety and Health Administration (OSHA), Department of Transportation (DOT), and drug testing.
• Coordinate communication flow between: Third-Party Administrators (TPA), insurance carriers, HR, and department leadership.
• Monitor return-to-work documentation and modified duty tracking (administrative only).
• Maintain accurate records for OSHA reporting and internal compliance audits.
• Gather, organize, and submit claim-related information to appropriate stakeholders.
• Assist with scheduling independent medical exams (IME), follow-ups, and documentation collection.
• Maintain communication logs and ensure complete documentation.
• Assist with intake of injury reports and initial documentation.
• Compile incident details and supporting materials for investigation review.
• Ensure timely submission of required forms and documentation.
• Maintain Workers' Compensation dashboards, logs, and trend tracking.
• Assist in preparing monthly claims reviews and leadership reports.
• Track metrics such as: Open claims, Lost time cases; Return-to-work status.
• Shadow Risk Administrator on Workers' Compensation workflows.
• Document processes, contacts, escalation paths, and timelines.
• Maintain safety and compliance records as needed.
• Assist with tracking Certificates of Insurance and regulatory documentation.
• Coordinate the intake, logging, and routing of General Liability claims and potential claims, including guest injury, property damage, and other third-party incidents.
• Maintain complete General Liability claim files, correspondence, diaries, and supporting documentation from initial notice through closure.
• Gather incident reports, witness statements, photographs, surveillance preservation confirmations, medical or damage documentation, repair records, and other materials for Risk leadership review.
• Prepare and submit General Liability claim packets to the Third-Party Administrator (TPA), insurance carrier, defense counsel, or other authorized stakeholders as directed.
• Track claim status, assigned adjusters, documentation requests, response dates, required follow-ups, and deadlines communicated by Risk leadership, the TPA, carriers, or counsel.
• Coordinate information requests and evidence preservation with involved departments; maintain communication logs and schedule claim-related reviews, statements, inspections, and meetings as directed.
• Prepare claim summaries and monthly review materials showing claim status, outstanding documentation, next actions, and claim-related expenses for authorized review.
• Route claimant, attorney, regulatory, or litigation communications promptly to Risk leadership and maintain confidentiality without making coverage, liability, reserve, or settlement determinations.
• Demonstrate a high level of integrity and maintain strict confidentiality.
• Any other duties assigned, within the scope of this job description.

KNOWLEDGE/SKILLS/ABILITIES:

• Strong administrative and case management organization skills.
• Ability to manage multiple Workers' Compensation files simultaneously.
• Strong attention to detail for documentation accuracy.
• Ability to maintain confidentiality of medical and legal information.
• Ability to follow structured processes with minimal deviation.
• Excellent communication skills both written and oral, with internal and external stakeholders.
• Must possess interpersonal skills to deal effectively with business contacts and Team Members at all levels of the company.
• Bilingual communication skills, particularly English/Spanish, are preferred to support effective communication with Team Members, medical providers, insurance partners, and internal stakeholders
• Must be proficient in Microsoft Office Products including Outlook, Word, PowerPoint & Excel.
• Excellent time management and prioritization skills.
• Ability of simple reading, writing, math, and complex task completion skills is required.
• Must have the following skills: clerical, compiling, analyzing, precision working, following instructions, memorization, and problem solving.
• Flexible to work all shifts including holidays, nights, and weekend hours as business needs dictate.
• Must be 21 years of age

EDUCATION and/or EXPERIENCE

• Minimum of 2-3 years' administrative experience, preferably in: Workers' Compensation; insurance / claims administration, HR, Risk, or a Safety environment.
• Experience working with TPAs or insurance carriers preferred.
• High School diploma required; college degree preferred.
• Or any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

CERTIFICATES AND LICENSES

• Must be able to maintain appropriate Gaming License & Alcohol Awareness card.

PHYSICAL DEMANDS

• While performing the duties of this job, the team member is constantly sitting; occasionally standing, walking, reaching overhead, and bending over during the duration of their shift.
• Must be able to push/pull 50lbs or less occasionally, and 25lbs or less frequently.
• The team member will occasionally have repetitive use of both feet. Team member will constantly have repetitive use of their dominant hand, occasional use of their non-dominant hand, and constant light grasping motions. Team member will have occasional use of firm/strong grasping motion. Finger dexterity of both hands will be frequently required.
• Constant use of vision abilities is required including distance, depth perception, field of vision, and color vision.
• The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

• Work performed consistently indoors and occasionally outdoors, alone and frequently with and around others. Team Member will perform work face-to-face including verbal contact with others on extended shifts in possible confined areas around computer equipment, mechanical equipment, and other electrical devices.
• The noise level in the work environment is usually moderate to loud.
• Team Member may be exposed to extreme heat/cold, vibrations, slippery surfaces, high places, moving objects, fumes/odor and/or secondhand smoke.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.