Compliance Coordinator

Subcontractor Compliance Coordinator / Insurance Coordinator

Position Summary

The Subcontractor Compliance Coordinator is responsible for onboarding, maintaining, and monitoring subcontractor compliance requirements for all projects. This role ensures that subcontractors meet company, contractual, insurance, and legal requirements before beginning work and throughout the life of each project. The position works closely with project management, accounting, operations, and subcontractors to minimize risk and support timely project execution. This position also is involved in. OCIP/CCIP insurance program documentation and support.

Essential Duties and Responsibilities

Subcontractor Onboarding

• Facilitate the onboarding process for all new subcontractors.
• Collect and maintain required onboarding documentation, including:
• W-9 forms
• Certificates of Insurance (COIs)
• Signed subcontract agreements
• Business licenses and registrations, as required
• Safety documentation and certifications
• Verify that all required documents are complete, current, and compliant with company standards.
• Set up approved subcontractors in company systems and databases.

Insurance and Compliance Management

• Review Certificates of Insurance to ensure compliance with contract requirements.
• Monitor insurance expiration dates and request updated certificates as needed.
• Track and maintain compliance records for all active subcontractors.
• Coordinate with insurance brokers, subcontractors, and project teams to resolve compliance deficiencies.
• Ensure subcontractors meet project-specific and customer compliance requirements as needed.
• Manage Job OCIP/CCIP reporting.

Lien Waiver Administration

• Collect, review, and track conditional and unconditional lien waivers.
• Ensure lien waivers are received and properly executed before payment processing.
• Maintain organized records of all lien waivers by project and subcontractor.
• Coordinate with accounting and project management teams regarding waiver requirements and payment releases.

Documentation and Record Management

• Maintain accurate subcontractor files and compliance records.
• Track document expiration dates and proactively obtain renewals.
• Prepare compliance reports for management and project teams.
• Ensure subcontractor information remains current and complete within company systems.

Internal Support

• Serve as the primary point of contact for subcontractor compliance inquiries.
• Support project managers and accounting personnel with subcontractor documentation requests.
• Assist with audits and compliance reviews.
• Identify process improvement opportunities to enhance efficiency and reduce risk.

Qualifications

• 2 years of experience in construction administration, subcontractor compliance, contract administration, accounting, or related field.
• Knowledge of construction documentation, lien waivers, certificates of insurance, and subcontractor management preferred.
• Strong organizational and document management skills.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Experience with construction management, ERP, or accounting software preferred.
• Excellent communication and follow-up skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Spanish speaking is a plus
• OCIP/CCIP experience is a plus.

Key Competencies

• Attention to detail
• Organization and record management
• Risk management awareness
• Customer service mindset
• Time management
• Problem solving
• Written and verbal communication 
• Ability to work collaboratively across departments 

Success Measures 

• Complete and compliant subcontractor onboarding prior to project participation. 
• Timely collection and maintenance of W-9s, COIs, and required compliance documentation. 
• Effective monitoring and renewal of insurance certificates and other time-sensitive records. 
• Accurate and timely collection of lien waivers supporting payment processing. 
• Well-maintained subcontractor records and audit-ready documentation. 
• Strong partnership with project management, accounting, and operations teams to support project success. 

Compensation: $60,000 - $70,000

Department: Contract Administration / Risk Management / Operations Support