Warehouse Claims Coordinator Job Description

Warehouse Claims Coordinator Job Description

Table of Contents

1. Glossary
2. Introduction
3. Personal Attributes
4. Applicable National Occupational Standards (NOS)
5. Qualification Pack (QP) Parameters
6. Minimum Educational Qualification & Experience
7. Key Responsibilities
   • Prepare for Claims Processing (LSC/N2115)
   • Inspect Goods and Validate Claims (LSC/N2116)
   • Reporting and Documentation (LSC/N2117)
   • Maintain Health, Safety, and Security Measures for Processing Claims (LSC/N2125)
8. Skills and Knowledge
   • Technical Skills
   • Soft Skills
9. Safety and Compliance
10. Assessment Criteria
11. Review and Updates

Glossary

• Claim Form: A document that specifies the details of a claim for compensation.
• Quarantined Goods: Goods set aside due to potential damage or issues.
• Inspection Checklist: A list used to verify the condition of goods.
• PPE (Personal Protective Equipment): Equipment worn to minimize exposure to hazards.
• NOS (National Occupational Standards): Standards that outline the knowledge, skills, and understanding required for a specific job role.
• QP (Qualification Pack): A set of NOSs aligned to job roles that define the standard of performance required.
• NSQF (National Skills Qualifications Framework): A competency-based framework that organizes qualifications according to a series of levels of knowledge, skills, and aptitude.
• NCO (National Classification of Occupations): A system for classifying all occupational activities into a defined structure.
• ISCO (International Standard Classification of Occupations): An international classification system for occupations.
• ISIC (International Standard Industrial Classification): A system for classifying economic data.

Introduction

Warehouse Claims Coordinators, also known as Warehouse Claims Processors, are responsible for receiving claims, assessing the goods concerned to ensure the claim is genuine, and estimating the reimbursable amount. They verify all the documents, send the claims to insurance companies, and provide detailed reports to management.

Personal Attributes

• Teamwork: Ability to work well with others to achieve joint goals.
• Time Management: Prioritize and execute tasks within scheduled time limits.
• Focus: Maintain high concentration levels throughout shifts.

Applicable National Occupational Standards (NOS)

• LSC/N2115: Prepare for Claims Processing
• LSC/N2116: Inspect Goods and Validate Claims
• LSC/N2117: Reporting and Documentation
• LSC/N2125: Maintain Health, Safety, and Security Measures for Processing Claims
• DGT/VSQ/N0102: Employability Skills (60 Hours)

Qualification Pack (QP) Parameters

• Sector: Logistics
• Sub-Sector: Warehousing (Storage & Packaging)
• Occupation: Claims Management
• Country: India
• NSQF Level: 4
• Credits: 15

Minimum Educational Qualification & Experience

• 11th Class OR
• Diploma (Completed 1st year of 3-year diploma (after 10th) and pursuing regular diploma) OR
• 10th Class (plus 1-year NTC/ NAC) OR
• 8th Class (plus 2-year NTC + 1 Year NAC) OR
• 8th Class (plus 1-year NTC + 1-Year NAC plus CITS) OR
• 10th Class (and pursuing continuous schooling) OR
• 10th Class with 2 Years of relevant experience OR
• Certificate-NSQF (Warehouse Associate - level 3 with minimum education as 5th Grade pass) with 2 Years of relevant experience

Minimum Level of Education for Training in School

• Pre-Requisite License or Training: Training in inspecting and evaluating damaged goods.
• Minimum Job Entry Age: 18 Years

Key Responsibilities

Prepare for Claims Processing (LSC/N2115)

• Understand the work schedule for the day from the manager.
• Obtain the list of claims, the individual claim forms, the claims processing checklist, and the inspection checklist from the manager.
• If there are any pending claims, understand how they are included in the schedule.
• Understand priorities (if any) among claims.
• Collect and wear all the necessary personal protective equipment (PPE) as required by the product or the environment.
• Get the camera and any testing equipment required such as vernier calipers, screw gauge, densimeter, etc.
• Inspect the camera and testing equipment to ensure that they are in good working condition.
• Perform a trial run and make any configuration adjustments to ensure that the testing equipment is ready.

Inspect Goods and Validate Claims (LSC/N2116)

• Check the reason in the claim form and perform a visual inspection of the quarantined goods.
• Perform visual inspection using the testing equipment to verify the accuracy of the claim or refer it to the quality assurance team if required.
• Note down the results of the tests and fill out inspection checklists.
• Form a hypothesis on the reason for the damage, the accuracy of the claim, and estimate the reimbursable amount.
• Take photographs to use as evidence.
• Interview the claimants, witnesses (if any), clients, suppliers, or insurance companies to understand the genuineness and the reason for the claim.
• Discuss the cause of damage with workers experienced in the area or industry/subject matter experts to validate the hypothesis.
• Check whether the claims were filed within the allowable period and are not outdated.
• Separate genuine claims from false claims. If claims are false or outdated, escalate them to the manager.
• Refer to earlier cases and previous claims that are similar for reference.
• Update the client/claimant on the status of the claim throughout the process.
• Return any PPE used and the testing equipment to the respective storage rack.
• Have the housekeeping staff dispose of quarantined goods and clean up any spillage or breakages that occurred while testing.
• Perform an inspection of the quarantine area to ensure that it is clean and safe.

Reporting and Documentation (LSC/N2117)

• Verify that all the documents required (assessment certificate, invoice/bill, claims and insurance forms, etc.) in the claims processing checklist are present and genuine.
• Ensure that the claim amounts are within the maximum legally permitted range.
• Inform the claimant whether the claim would be processed or not, explain the maximum permissible claim amounts, and resolve any other issues.
• Process the claim forms and forward them to the concerned insurance companies along with evidence and recommendations.
• Prepare detailed reports about the results of the inspection, claim amounts, etc.
• Prepare a report with reasons why certain claims were considered false.
• Explain any difficulties or delays due to formalities, interaction with claimants, government, or other agencies and have them resolved.
• Provide a list of claims that are still being processed and the reasons for the delay in processing.
• Resolve any clarifications or issues raised by the insurance company or escalate them to the manager if required.

Maintain Health, Safety, and Security Measures for Processing Claims (LSC/N2125)

• Comply with safety regulations and procedures in case of fire hazards, biohazards, etc.
• Wear all safety equipment including protective gear, helmets, etc. when checking inbound/outbound consignments.
• Follow organization procedures with respect to documentation.
• Recognize and report unsafe conditions and practices.
• In case of signs of any emergency situation or accident or breach of safety, immediately follow organizational protocol to deploy action.
• Identify reasons for the occurrence of incidents.
• Capture reasons and response/action taken into an incident report/note to the manager.
• Report any deviations from standard protocol along with reasons (if any).
• Visually inspect the activity area and equipment for appropriate and safe conditions.

Skills and Knowledge

Technical Skills

• Handling of inspection equipment and tools.
• Familiarity with different types of goods and their inspection requirements.
• Ability to use claims processing systems.

Soft Skills

• Effective communication with team and claimants.
• Ability to read and understand manuals, reports, and safety instructions.
• Basic writing skills for logs and reports.

Safety and Compliance

• Knowledge of safety regulations and procedures.
• Proper use of personal protective equipment (PPE).
• Compliance with company standards and protocols.

Assessment Criteria

• Theory and Practical:
  • Preparation and planning for claims processing tasks.
  • Execution of inspection and validation activities without causing disturbance or damage.
  • Proper documentation and reporting of completed tasks and any issues.

Review and Updates

For further details or to apply, please contact: contact@hyphenscs.com

*As per government guidelines, this data may vary as it is a sample.