Estimating & Claims Support Assistant

The Estimating & Claims Support Assistant organizes and prepares claim files to enhance the efficiency of estimating and supplementing processes. This role emphasizes timely data collection, job packet creation, and professional follow-ups with insurance adjusters. It also includes weekly file organization for Claims Cortex ESX generation, ensuring estimators receive complete materials for faster, more accurate estimates.

Primary Roles and Responsibilities:

1. Data Collection & Job Packet Creation
   • Gather and organize high-quality photos from CompanyCam by trade and damage type.
   • Extract and compile measurement reports and 3D diagrams from Hover.
   • Collect insurance documentation, including coverage summary, scope of loss, line item breakdown, depreciation schedule, and adjuster notes/exclusions.
   • Create structured Dropbox/Hubspot Job Packets with labeled photo folders, Hover reports, insurance documents, and supplemental notes/diagrams.
   • Complete all packets by Friday afternoon for estimator preparation post-Monday meetings; perform final quality check for completeness and accuracy before marking ready.
   • Notify estimator upon completion and update centralized tracker (dashboard) with status: Pending, In Progress, Ready, or Needs Info.
   • Proactively flag missing documentation or issues for team resolution.
2. ESX File Prep for Claims Cortex Submission
   • Pull original scope of loss from each claim and save as labeled PDF.
   • Organize 40–50 files into dedicated submission folder by Sunday night.
   • Confirm files meet standards to prevent delays in batch upload and ESX generation.
3. Insurance Adjuster Follow-Up Calls
   • Call adjusters Tuesday–Friday using provided script to introduce yourself/company, reference claim, confirm availability, and warm-transfer to assigned estimator (notify them in advance).
   • Leave voicemails if needed; log all attempts/outcomes in shared tracker (Google Sheet or CRM).