Position Overview
We are looking for a highly organized, detail-oriented Administrative Support Specialist to manage project administration, insurance coordination, contract review, and customer communication across our active project portfolio.
This role requires a basic understanding of general liability insurance — including GL, Umbrella, Workers Compensation, Excess policies, experience mod numbers, and Worker’s Comp class codes. You will be reviewing insurance requirements against our coverage, coordinating OCIP enrollment, and managing prequalification documentation. Training will be provided for contract review, but a general comfort level with insurance concepts is important from day one.
The ideal candidate is highly organized, a strong communicator, and able to start a task and see it through to completion before moving on. We are not looking for someone who juggles too many things at once — we are looking for someone who is methodical, thorough, and dependable.
Key Responsibilities
Project Set Up & Management
- Set up new projects in Ignite (our CRM) and QuickBooks, ensuring all required information is entered accurately and completely
- Create and maintain project estimates in QuickBooks as directed
- Collect and organize all required project documents throughout the project lifecycle
- Maintain weekly project tracking and produce monthly project reports
Insurance Coordination
A basic understanding of general liability insurance is required for this role.
- Work with our insurance agents to obtain certificates of insurance and additional insured endorsements as required by project owners and general contractors
- Understand and apply basic concepts including GL (General Liability), Umbrella, Workers Compensation, Excess policies, experience mod numbers, and Workers Comp class codes
- Manage OCIP (Owner-Controlled Insurance Program) enrollment for applicable projects — coordinating with the project owner's insurance program and ensuring compliance with OCIP requirements
- Maintain organized records of all insurance certificates, endorsements, and OCIP documentation
Contract Review & Prequalification
- Review project contracts for insurance requirements, comparing our coverage limits against what is required — training will be provided for this function
- Prepare contracts for president signature, ensuring all required documentation is organized and complete
- Complete prequalification documents for new clients, general contractors, and project owners
- Maintain organized records of executed contracts and prequalification submissions
Customer Communication
- Email correspondence with customers regarding new projects, required documentation, and project updates
- Respond promptly to customer calls and inquiries in a professional and helpful manner
- Follow up on outstanding items — insurance documents, signed contracts, tax exempt certificates, and other required project documentation
- Maintain a responsive, professional communication style that represents the company well
Document Collection & Filing
- Collect, organize, and file all project documents in the appropriate systems — contracts, insurance certificates, tax exempt certificates, prequalification documents, and correspondence
- Request and verify tax exempt certificates from applicable customers
- Maintain accurate and organized project files so all documentation is readily accessible
Administrative Support
- Assist the office with billing overflow and general administrative tasks as needed
- Process ACH forms and credit applications for new vendors as directed
Required Qualifications
- Basic understanding of general liability insurance — GL, Umbrella, Workers Compensation, Excess policies, experience mod numbers, and WC class codes — this is a requirement, not a preference
- Highly organized with the ability to manage multiple active projects and open administrative items simultaneously
- Strong written and verbal communication skills — responsive, professional, and clear in all customer and internal correspondence
- Ability to start a task and complete it fully before moving on — methodical and thorough, not scattered
- Basic QuickBooks knowledge — comfort with data entry and project setup in QBO
- Proficiency in Adobe, Microsoft Word, Microsoft Excel, and Google Sheets
- Reliable and self-directed in a remote work environment
Preferred Qualifications
- Experience with Ignite CRM or comparable project management software
- Experience with BidBoard or similar construction bidding platforms
- Prior experience in construction, specialty contracting, or a project-based business
- Familiarity with OCIP programs and the prequalification process for construction projects
- Background in contract administration or project documentation in a construction environment
What Makes You a Great Fit
- You understand the difference between a GL policy and a WC policy — and you know what experience mod numbers are
- Your project files are complete, organized, and always up to date
- You start a task, finish it completely, document it properly, and then move to the next one
- Customers and GCs get responses from you promptly — nothing sits in your inbox without acknowledgment
- You are the organized backbone that keeps projects set up correctly and moving forward
Requirements
This is a full time role
Up to $6/hr
100% Remote
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