Insurance, Prequalification & Compliance Coordinator

Primary Responsibilities

• Coordinate the issuance and revision of Certificates of Insurance (COIs) requested by customers and general contractors.
• Review customer insurance requirements and communicate requested certificate and endorsement revisions to the company's insurance broker.
• Verify that issued certificates accurately reflect requested coverages, endorsements, project information, and certificate holder requirements.
• Serve as a primary point of contact for customer inquiries regarding certificates of insurance.
• Explain the company's insurance coverage, limits, and standard endorsements to customers and internal stakeholders.
• Identify insurance requirements that differ from the company's standard coverage and escalate exceptions to Legal and Risk Management as appropriate.
• Track outstanding certificate and endorsement requests and ensure timely completion.
• Upload certificates, endorsements, and related insurance documentation into customer portals and prequalification systems.
• Maintain organized electronic records of certificates, endorsements, policies, and related insurance documentation.
• Aid in annual insurance renewals and distribution of updated certificates and insurance documentation.
• Coordinate prequalification requirements necessary for the company to bid on, contract for, and perform construction projects.
• Complete and submit customer, general contractor, and third-party prequalification applications and renewals.
• Maintain company profiles in customer and third-party prequalification portals.
• Coordinate with internal departments to collect information required for prequalification submissions, including insurance, safety, financial, licensing, bonding, project history, references, and organizational information.
• Track expiration dates, annual renewals, and outstanding requirements to maintain active prequalification status with key customers and general contractors.
• Maintain a centralized record of customer and general contractor prequalification status.
• Escalate unusual contractual, insurance, financial, legal, or risk requirements to the appropriate internal stakeholders.
• Administer and maintain the company's subcontractor prequalification program.
• Maintain a centralized list or database of subcontractors, including qualification and approval status.
• Capture and review required subcontractor documentation, including certificates of insurance, endorsements, contractor licenses, tax documentation, safety information, references, relevant project experience, and other required materials.
• Coordinate with Legal, Risk Management, Safety, Operations, and other departments to evaluate subcontractors against established qualification standards.
• Track expiration dates for subcontractor insurance, licenses, and other required documentation.
• Follow up with subcontractors regarding missing, expired, or non-compliant documentation.
• Maintain accurate records identifying subcontractors as approved, conditionally approved, pending review, or not approved.
• Provide Operations and Project Management with visibility into subcontractors that are approved and available for use.
• Assist with periodic reviews and re-qualification of existing subcontractors.
• Help ensure subcontractors are not engaged on projects until applicable pre-qualification requirements have been satisfied or appropriate exceptions have been approved.
• Cross-functionally coordinate with Legal, Risk Management, Sales, Operations, Project Management, Safety, Environmental, Human Resources, Accounting, and other internal departments.
• Coordinate with the company's insurance broker, customers, general contractors, subcontractors, vendors, and other external parties.
• Help prevent delays in bidding, contracting, project startup, vendor onboarding, and payment by proactively managing insurance, prequalification, and compliance requirements.
• Communicate outstanding requirements, deadlines, and potential issues to appropriate stakeholders.
• Escalate higher-risk, non-standard, or legally significant requirements to Legal, Risk Management, or other appropriate subject-matter experts.
• Develop strong working relationships with internal and external stakeholders and provide responsive, professional service.
• Process management and administration of insurance, customer prequalification, subcontractor qualification, and compliance.
• Maintain organized and accurate records related to insurance, customer prequalification, subcontractor qualification, and compliance.
• Develop and maintain trackers, reports, and dashboards for outstanding requests, expiration dates, qualification status, and other key information.
• Maintain a repository of frequently requested company information, forms, certifications, policies, and supporting documentation.
• Identify opportunities to standardize responses and develop templates for frequently requested information.

Qualifications

• Paralegal certificate from an accredited or recognized paralegal program.
• 2+ years of experience in insurance, construction administration, legal support, risk management, contract administration, prequalification, compliance, or a related field.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to review forms, questionnaires, contractual requirements, and supporting documentation and accurately identify required information.
• Ability to recognize representations, certifications, contractual provisions, or other matters requiring review by Legal or another subject-matter expert.
• Strong customer-service orientation and ability to communicate professionally with customers, subcontractors, vendors, insurance brokers, and internal stakeholders.
• Ability to manage multiple priorities, deadlines, and time-sensitive requests in a fast-paced environment.
• Ability to exercise sound judgment and appropriately handle confidential legal, financial, insurance, and business information.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Comfort working with customer portals, document management systems, and web-based prequalification and compliance platforms.