Compliance & Contracts Coordinator

Dynamic Group•Baton Rouge, LA

About The Position

This position supports contract, compliance, insurance, bonding, licensing, registration, and project-related documentation workflows under the direction of the Compliance & Administration Manager. The position coordinates documents, trackers, routing, follow-up, and filing, but does not supervise employees, make legal decisions, negotiate contract terms, approve insurance exceptions, own proposal strategy, or sign documents on behalf of the company. The primary purpose of this role is to provide administrative coordination and document support for contracts, compliance, licensing, insurance, bonding, registrations, subcontractor documentation, and project-related compliance records so company deadlines, files, and tracking systems remain current, accurate, and organized.

Requirements

3 to 5 years of experience in contracts administration, compliance coordination, construction administration, insurance or bonding support, licensing support, corporate filings, proposal administration, project administration, or comparable administrative support.
Strong attention to detail, follow-through, organization, and comfort maintaining trackers, folders, checklists, and deadline-driven records.
Experience with SharePoint, Procore, Excel, Outlook, QuickBase, PDF tools, and document-management systems preferred.
Construction, government contracting, insurance, bonding, licensing, subcontractor compliance, or project-documentation experience preferred.
Notary commission preferred, or willingness to obtain after hire if requested.

Responsibilities

Maintain contract, compliance, licensing, bonding, insurance, vehicle, and registration trackers under the manager’s direction.
Maintain contract files and ensure MSAs, NDAs, subcontracts, amendments, leases, execution copies, checklists, and related documents are saved in the correct location.
Support subcontractor documentation, including COIs, W-9s, licenses, prequalification forms, MSA checklists, updated insurance certificates, and other required records.
Assist with license renewals, new license applications, municipal registrations, contractor registrations, Secretary of State renewals, foreign qualifications, EIN documentation, and other recurring compliance filings.
Support SAM.gov, vendor portal, customer profile, and entity registration maintenance by collecting documents, updating records, and tracking deadlines.
Coordinate insurance and bonding documentation requests, including bid bonds, payment bonds, performance bonds, COIs, insurance cards, policy renewals, and project-specific insurance requirements.
Maintain vehicle and fleet documentation, including insurance cards, titles, registrations, license plates, renewal deadlines, and related records.
Assist with claims and compliance-related documentation by collecting information, organizing backup materials, and tracking follow-up items as directed.
Help maintain project status and administrative tracking records across active projects by collecting updates, organizing documentation, and keeping trackers current.
Assist with RFP, bid, and project-compliance documentation by identifying required forms, insurance items, bonds, licenses, signatures, notarizations, addenda, and supporting documents, without owning proposal writing or proposal production.
Upload, organize, and maintain compliance, contract, insurance, bond, license, vehicle, and project-related documents in SharePoint, QuickBase, and other company systems.
Prepare and route routine documents for signature, notarization, delivery, filing, or distribution as directed.
Assist with mailings, document packages, printing, binding, scanning, and administrative document support when needed for compliance, contract, insurance, bonding, or project-related submissions.
Follow up with internal team members, brokers, vendors, subcontractors, and other business contacts to collect missing documents, confirm status, and close routine administrative items under the manager’s direction.
Flag upcoming deadlines, missing documents, incomplete forms, stale records, or non-responsive stakeholders to the manager before they become legal, operational, or compliance issues.
Provide regular status updates to the manager on open items, approaching deadlines, missing documents, and completed tasks.