W Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.
Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.
Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.
We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.
SUMMARY
The Loss Prevention Coordinator manages the intake, investigation, and resolution of Loss Prevention (LP) incidents at our client sites. This role requires reviewing incident reports, independently interviewing contractors, clients, and other stakeholders, cross-referencing accounts, and determining appropriate resolutions — including corrective action, chargebacks, repairs, or reimbursement — within firm response-time and escalation requirements. The coordinator balances investigative rigor and sound judgment with meticulous case documentation, clear written communication, and close coordination across Operations, Field Management, Finance, and Senior Leadership. Separate from LP casework, the coordinator also supports the Legal & Compliance department with client contract review, tracking key terms and routing issues to the Sr. Manager, Legal & Compliance.
PRIMARY RESPONSIBILITIES
Open and manage LP cases in Case Management system, ensuring all required fields, notes, and supporting documentation are complete and current. Independently investigate reported incidents — including theft, property damage, harassment, injury, misconduct, nonpayment disputes, and safety/compliance issues such as slip-and-fall reports — by interviewing contract partners and client contacts separately, gathering evidence, and cross-referencing accounts before drawing conclusions. Apply category-specific investigation protocols and maintain factual, attribution-based documentation throughout. Coordinate with Field/Area Managers, Finance, Construction Services, Senior Leadership, and Legal as needed to resolve cases, including chargebacks, payment holds, repairs, and reimbursements. Communicate with client contacts and Contract Partners throughout the investigation, providing timely status updates and a formal written resolution notice at close-out. Meet all SOP-defined timelines and escalation thresholds, notifying Senior Leadership and/or Legal when a case exceeds defined dollar or severity thresholds. Maintain strict confidentiality of all LP case information in line with WSG's documentation and record-retention standards.CONTRACT REVIEW SUPPORT
Review client contracts, master service agreements, amendments, and renewals, tracking key terms such as scope of services, term and renewal dates, insurance and indemnification requirements, pricing, and notice provisions.Maintain a contract file and tracking log, ensuring executed copies, effective dates, and key deadlines are recorded and current.Flag missing, ambiguous, or non-standard provisions and route them to the Sr. Manager, Legal & Compliance for review; assist with follow-up and execution once direction is provided.SKILLS
Strong investigative instincts and sound judgment, with the discretion to handle sensitive matters professionally and confidentially. Excellent written communication skills, with the ability to document findings clearly, neutrally, and accurately under time pressure. Comfort working within case management/ticketing systems and managing multiple open cases against firm deadlines. Strong interpersonal skills to coordinate across internal departments (Operations, Field, Finance, Legal, Senior Leadership) as well as external contract partners and clients. Ability to read and interpret commercial contract language — scope, insurance, indemnification, liability, and payment terms — with attention to detail in tracking dates and deliverables; prior contract administration or paralegal exposure is a plus. Associate or bachelor's degree preferred, along with 1–3 years of relevant experience in loss prevention, investigations, claims, vendor/subcontractor management, facilities services, or related administrative work.ADDITIONAL RESPONSIBILITIES
Participate in special projects or initiatives as assignedAdapt to changing priorities to support department and organizational goals.Support cross-functional initiatives to improve processes, efficiency, or team outcomes.W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.
W Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.
Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.
Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.
We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.
ABOUT THE ROLE:
The Claims Associate is responsible for the accurate intake, entry, tracking, and administrative follow-up of Loss Prevention (LP) incidents and claims within company systems. This entry-level role supports the Legal & Compliance team by ensuring information is received, organized, documented, and maintained in a timely and consistent manner. The position does not investigate claims or determine outcomes; instead, it focuses on accurate data entry, file maintenance, system updates, and communication routing to support visibility and follow-through.
PRIMARY RESPONSIBILITIES
Receive and intake LP incidents and claims submitted by internal teams, client representatives, contract partners, or other designated sources.Enter claim and LP information accurately into the appropriate tracking systems, including key dates, locations, parties involved, claim type, supporting details, and status updates.Maintain accurate and up-to-date claim files by uploading documentation, logging correspondence, updating notes, and ensuring records are complete and organized.Monitor open LPs and claims for missing information, required documentation, aging items, and follow-up needs, escalating questions or incomplete submissions to the appropriate team member.Prepare routine tracking reports, status summaries, and system updates to support department visibility and timely follow-through.SKILLS
Strong attention to detail with the ability to enter, review, and maintain data accurately in claims, LP, or case management systems.Ability to organize information, maintain complete files, and follow established intake, documentation, and tracking procedures.Manage multiple entries, updates, and follow-up tasks efficiently while meeting deadlines and maintaining confidentiality.High school diploma or equivalent required; associate degree preferred. Prior administrative, data entry, customer service, or office support experience preferred.ADDITIONAL RESPONSIBILITIES
Participate in special projects or initiatives as assignedAdapt to changing priorities to support department and organizational goals.Support cross-functional initiatives to improve processes, efficiency, or team outcomes.W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.
Read LessW Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.
Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.
Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.
We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.
About the role:
The Contractor Relations Associate will support the Contractor Relations department and serve as the primary point of contact for Contract Partners.PRIMARY RESPONSIBILITIES
Monitor existing vendor database to ensure we have adequate resources to meet current staffing needs.Recruitment of potential contractor partners via various methods: search engines, job boards and postings, additional communication with existing contractors, etc.Prequalify potential contractor partners, through verbal conversations regarding W Services Questionnaire, scopes of work and industry knowledge to see if they will be a good fit to partner with.Review and negotiate verbally and in writing with Contractor Partners on W Services contractor partner agreement, specifications for the work you are offering, payout details, uniform, IVR, chemical and equipment requirements, etc.Review verbally and in writing to the contractor W Services invoice requirements, and specific billing requirements based on W Services internal protocols.Update vendor prospect section in Waves (W Services Proprietary Software) for every potential contractor you reach out to.Daily management and updating of assigned RTS and campaigns, as this is a catalog of everything you are working on.Update Waves (W Services Proprietary Software) with any contractor, payout, or schedule changes. Information must then be sent out via a change form to the assigned W Services Service Representative.Keep vendor notes updated via Waves with details on important conversations, removal of a location or locations, challenges the vendor may be having with the store or other W Services Representatives, etc.Work with your internal W Services Market Team/CED’s to address any and all opportunities within the market on the weekly market call as well as in between if needed. Including, assisting to obtainservice dates from contractors, discussions on poor performance, hot escalation items, potential new business or the potential of a loss or reduction in business.Resolve any invoice discrepancies with your contractor partner (to ensure they are paid timely and correctly), as needed.Assist W Services Accounting Team to obtain sign off’s and invoices from contractor partners that arelate turning in required paperwork.Comprehensively review the daily Unassigned and Open Campaign reports, along with the Margin % report, to assist in determining where your priorities should be focused.Participate in meetings as needed, including daily contractor relations call.Daily management and updating of assigned RTS and campaigns.ADDITIONAL RESPONSIBILITIES
Special projects may be given on occasion from managementKNOWLEDGE AND SKILL REQUIREMENTS
Experience with MS Word, Excel & OutlookAble to work independently and be detail-orientedMust be a team player and have a positive demeanor (enthusiastic)Able to multi-taskMust have excellent communication, organizational skills and decision-making skillsAble to work under a demanding and busy work environmentConsistent email management is requiredPhone communication is heavy and the position requires the individual to be comfortable with all types of verbal discussions and negotiations.W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.
Read LessW Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.
Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.
Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.
We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.
About the Role
The Service Coordinator position owns the execution and oversight of all cleaning services within your assigned market, including both recurring and demand-based work. Act as the primary point of contact for Contractor partners and clients, ensuring high-quality service delivery, on-time completion, accurate billing, and strong communication with internal and external stakeholders.
PRIMARY RESPONSIBILITIES:
Management of Recurring & Demand Services:
Ensure all services to be performed are sent to contractor partners (CPs) per scheduling cycle.Ensure work order listing is sent out to the CPs per the scheduling cycle.Ensure all callbacks are completed in a timely manner.Track all complaints, no-shows, and service failures to resolution using RTS process in WAVES. Assign RTS to field or Contractor relations team members when appropriate. Provide timely responses to client inquiries/issues. Responses to clients should be within an hour for hot escalations and before the end of the day for standard matters. Ensure recurring services are scheduled within scheduling cycle. If not, receive approval from Client to extend and/or cancel.Ensure all clients 3rd party web platforms are accurately updated/closed out to ensure accounting department can invoice client.Order any required product from suppliers for services as needed.Advise the client of any security guard requirements as needed.Coordinator and schedule lift rentals as needed. Review Daily Note Report/RTS Report following up on all issues/complaints in your Market(s).Manage all demand-based cleaning work from initiation to completion.Proactively track open work orders and escalate or resolve delays quickly.Execute Demand Services
Accept/acknowledge all new work requests that are received within one hour of receipt. Speak with store management to clarify the scope of work.Ensure contract partners provide the necessary information for proposals (primary scope of work being completed, number of techs/hours, square footage, supply/equipment/chemical costs, photos).Prepare and post accurate client proposals. Ensure this is within client protocol and time frames.Schedule all approved demand services are scheduled and completed within a timeframe to meet client SLAs.Maintain ongoing communications with CPs to clarify scopes, expectations, and scheduling needs as work orders progress.Ensure work orders are accurately updated with all CP & client pricing to ensure the billing department can invoice the client without delay.Mark Team Responsibilities
Work closely with Associates, Contractor Relations and Field ops to ensure smooth coordination within assigned market. Lead or contribute to market team calls, performance reviews, and contractor discussions. Share trends, risks, and opportunities related to market performance.Track all complaints, no-shows, and service failures to resolution.Escalate complex issues to Contractor Relations and Area Manager or management as needed.Ensure all service issues are followed through to closure. Identify underperforming CO’s provide feedback to internal teams and recommend changes where appropriateSpecial Projects As Assigned
Accept additional responsibilities or projects as needed.Provide support and training to others inside and outside the department as needed to fulfill business needs.Skills
Proficient in Waves and able to use client’s third party websites.Proficiency in MS Outlook, Word and able to use basic Excel. Ability to multitask and solve problems with clear communication.Team player with a positive attitude.W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.
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