Subcontractor Investigations Coordinator

Summary

Subcontractor Investigations Coordinator

Kellermeyer Bergensons Services (KBS) is the largest privately held provider of facility services in North America, servicing over 2 billion square feet of space daily. We help industry leaders across a wide range of key verticals—including retail, industrial and logistics, healthcare, education, manufacturing, and more—maintain clean, efficient, and welcoming spaces that support their operations. As we continue to grow, we're looking for team members who are dedicated, reliable, and ready to contribute to a culture built on respect, opportunity, and pride in service.

Coordinates the investigation of a variety of claims. Reviews claims and relevant facts provided. Contacts vendor, claimants and KBS employees, to gather additional facts and clarify information. Reviews vendor agreements as part of the fact gathering process. Works to ensure that compliance with KBS' vendor agreements is being maintained and risk exposures mitigated.

Job responsibilities include but are not limited to:

• Initiate investigations involving vendors, gather facts, and review information received from vendors, claimants, and internal KBS departments, to determine compliance with KBS' vendor agreement and resolve claims accordingly
• Contact claimants to obtain claim information and details supporting their claims
• Inform vendors via phone and email of claims received by KBS, and requests proof of resolution, supporting documentation (e.g., check stubs, payroll records, etc.), or detailed explanations if claims are being disputed
• Update CRM system with claim information, including the creation of new records, generation of status reports, and amounts incurred by KBS not recoverable from vendors
• Work with supervisor to generate settlement agreements with claimants, when applicable, and ensures signed copies are received from claimants
• Obtain W-9 forms from claimants, when applicable, and updates CRM system
• Process payment deductions from vendor, and process payments directly to claimants when deadlines are not met by vendors, or if vendors fail to cooperate or respond to KBS' investigation Inform supervisor if it is necessary to set up conference calls to discuss claims (including those of a highly sensitive nature) with vendors, claimants, KBS' customer service, field operations managers, legal, human resources, and/or executives Initiate requests to terminate vendors that are not compliant with the vendor agreement
• Meet with supervisor weekly to discuss workload, sensitive claims, and short-term and long-term goals
• Work on miscellaneous projects and generates ad-hoc reports

Knowledge:

• Vendor management compliance or related contract agreements and services compliance and issue mitigation
• Investigation methods including proper steps to fact finding and documentation
• Relationship management
• Customer service principles and practices
• Facilities maintenance service industry

Skills:

• Excellent management of priorities
• Excellent written and oral communication skills
• Listening and problem-solving skills
• Strict attention to detail and factual documentation
• Change agile
• Analytical skills
• Use of Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, with an emphasis on Excel VLOOKUP, Pivot Tables, Graphs, etc.)
• Typing 40 wpm

Competencies:

• Adaptable, resourceful with keen sense of how to navigate and prioritize varying requests
• Team player; supportive of and helps others in learning
• Integrity and trust
• Discernment

Educational Qualifications/Job Experience Requirements:

• 3 years compliance administration or claims administration experience where diplomatic gathering, review and reporting of facts was required
• High School Diploma or GED; Bachelor's Degree preferred

Working Conditions/Physical Requirements:

• Regular weekly schedule; weekends or holidays as needed
• Extended periods of work seated at a desk; repetitive hand motions; prolonged use of computer; occasionally lift and carry up to 25 lbs.
• Ability to speak clearly (use of voice)
• Vision requirements include close vision, distance vision, moderate peripheral vision, depth perception and ability to adjust focus

Environment:

• Office environment generally mild to moderate conditions including varying temperatures and noise levels conducive to a busy workplace and office equipment
• Lighting varies based on building requirements and may be adjusted within reason
• Time constraints and related pressures to complete work are high

Travel: <5%

KBS considers all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity, and expression, marital or military status, or based on an individual's status in any group or class protected by applicable federal, state, or local law. KBS also provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.

The base hourly pay range above represents the minimum and maximum of the pay range for this position. Actual placement within this range will vary based on various factors including but not limited to experience, education, training, and geographic location. Hourly rates may vary based upon state/local minimum wage restrictions. Final hourly rate of pay will be discussed and determined during the hiring process. Hourly employees will be eligible for overtime pay in accordance with applicable law and KBS policy.

Job Description

Subcontractor Investigations Coordinator

Kellermeyer Bergensons Services (KBS) is the largest privately held provider of facility services in North America, servicing over 2 billion square feet of space daily. We help industry leaders across a wide range of key verticals—including retail, industrial and logistics, healthcare, education, manufacturing, and more—maintain clean, efficient, and welcoming spaces that support their operations. As we continue to grow, we're looking for team members who are dedicated, reliable, and ready to contribute to a culture built on respect, opportunity, and pride in service.

Coordinates the investigation of a variety of claims. Reviews claims and relevant facts provided. Contacts vendor, claimants and KBS employees, to gather additional facts and clarify information. Reviews vendor agreements as part of the fact gathering process. Works to ensure that compliance with KBS' vendor agreements is being maintained and risk exposures mitigated.

Job responsibilities include but are not limited to:

• Initiate investigations involving vendors, gather facts, and review information received from vendors, claimants, and internal KBS departments, to determine compliance with KBS' vendor agreement and resolve claims accordingly
• Contact claimants to obtain claim information and details supporting their claims
• Inform vendors via phone and email of claims received by KBS, and requests proof of resolution, supporting documentation (e.g., check stubs, payroll records, etc.), or detailed explanations if claims are being disputed
• Update CRM system with claim information, including the creation of new records, generation of status reports, and amounts incurred by KBS not recoverable from vendors
• Work with supervisor to generate settlement agreements with claimants, when applicable, and ensures signed copies are received from claimants
• Obtain W-9 forms from claimants, when applicable, and updates CRM system
• Process payment deductions from vendor, and process payments directly to claimants when deadlines are not met by vendors, or if vendors fail to cooperate or respond to KBS' investigation Inform supervisor if it is necessary to set up conference calls to discuss claims (including those of a highly sensitive nature) with vendors, claimants, KBS' customer service, field operations managers, legal, human resources, and/or executives Initiate requests to terminate vendors that are not compliant with the vendor agreement
• Meet with supervisor weekly to discuss workload, sensitive claims, and short-term and long-term goals
• Work on miscellaneous projects and generates ad-hoc reports

Knowledge:

• Vendor management compliance or related contract agreements and services compliance and issue mitigation
• Investigation methods including proper steps to fact finding and documentation
• Relationship management
• Customer service principles and practices
• Facilities maintenance service industry

Skills:

• Excellent management of priorities
• Excellent written and oral communication skills
• Listening and problem-solving skills
• Strict attention to detail and factual documentation
• Change agile
• Analytical skills
• Use of Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, with an emphasis on Excel VLOOKUP, Pivot Tables, Graphs, etc.)
• Typing 40 wpm

Competencies:

• Adaptable, resourceful with keen sense of how to navigate and prioritize varying requests
• Team player; supportive of and helps others in learning
• Integrity and trust
• Discernment

Educational Qualifications/Job Experience Requirements:

• 3 years compliance administration or claims administration experience where diplomatic gathering, review and reporting of facts was required
• High School Diploma or GED; Bachelor's Degree preferred

Working Conditions/Physical Requirements:

• Regular weekly schedule; weekends or holidays as needed
• Extended periods of work seated at a desk; repetitive hand motions; prolonged use of computer; occasionally lift and carry up to 25 lbs.
• Ability to speak clearly (use of voice)
• Vision requirements include close vision, distance vision, moderate peripheral vision, depth perception and ability to adjust focus

Environment:

• Office environment generally mild to moderate conditions including varying temperatures and noise levels conducive to a busy workplace and office equipment
• Lighting varies based on building requirements and may be adjusted within reason
• Time constraints and related pressures to complete work are high

Travel: <5%

KBS considers all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity, and expression, marital or military status, or based on an individual's status in any group or class protected by applicable federal, state, or local law. KBS also provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.

The base hourly pay range above represents the minimum and maximum of the pay range for this position. Actual placement within this range will vary based on various factors including but not limited to experience, education, training, and geographic location. Hourly rates may vary based upon state/local minimum wage restrictions. Final hourly rate of pay will be discussed and determined during the hiring process. Hourly employees will be eligible for overtime pay in accordance with applicable law and KBS policy.