Contract and Insurance Specialist

Smart Tech Contracting, LLC

41d • Remote

About The Position

The Contract and Insurance Specialist focuses on contract administration, insurance management, and compliance, ensuring the company's legal and operational processes run smoothly. Responsibilities include drafting, reviewing and managing contracts while ensuring compliance with client, legal, regulatory and company-specific requirements. The position manages the company’s insurance policies, oversees claims and coordinates with insurance providers to maintain up-to-date coverage. The role involves assisting in dispute resolution and preparing for audits, while continuously optimizing systems and providing training to internal teams. This person interacts with all departments in the firm.

The Contract and Insurance Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments. Will execute and assist team leadership on projects, tasks or assignments of complex scope. Will work independently or under limited supervision.

The Contract and Insurance Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.

This person will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Requirements

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
• Knowledge of contract law, legal terminology and regulatory compliance requirements to ensure contracts are legally sound and align with company policies.
• Knowledge of various insurance types (general liability, workers compensation, professional liability, auto, cyber) and the processes involved in managing, renewing and ensuring compliance with insurance policies.
• Knowledge of internal and external audit requirements, contract and insurance regulations and best practices to ensure complete readiness and no compliance gaps.
• Skilled in drafting, reviewing and negotiating contracts with clients, subcontractors, and vendors to secure favorable terms and manage any changes, amendments, or renewals.
• Skilled in developing and refining systems for tracking contracts and insurance documentation, optimizing processes to improve efficiency and reduce errors.
• Demonstrates extensive knowledge of AIA contracting process and requirements.
• Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
• Skilled in completing assignments accurately and with attention to detail
• Skilled in typing with minimal errors
• Ability to identify potential risks in contracts or insurance coverage and resolve disputes effectively by collaborating with legal and insurance teams.
• Ability to ensure all contracts and insurance documents are accurate, up-to-date, and compliant with legal and company requirements.
• Ability to manage multiple contracts, insurance policies and claims simultaneously, ensuring timely renewals and documentation.
• Ability to communicate effectively in both oral and written form (technical and non-technical information) with internal teams and external stakeholders (clients, vendors, insurers), providing guidance on best practices and ensuring alignment with contract and insurance requirements.
• Ability to maintain confidentiality and handle sensitive information
• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace
• Ability to maintain neat, orderly, complete documents and project files
• Ability to analyze and prepare documents, reports and correspondence
• Ability to work successfully as a member of a team and independently with supervision
• Ability to work under pressure and meet close deadlines
• Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt to changing business requirements as necessary
• Minimum of seven years of experience in a professional office or consulting services environment.

Responsibilities

• Draft and Review Contracts / Legal Documentation: Prepare, review and assist in negotiating contracts with clients, subcontractors, vendors or other stakeholders to ensure terms are clear, compliant and favorable to the organization.
• Contract Compliance: Ensure that all contracts adhere to client, legal, regulatory and company-specific requirements, including timelines, deliverables and obligations. Manage and update client information portals, including annual requirements.
• Amendments and Renewals: Coordinate and oversee contract changes, renewals and extensions while maintaining accurate records of contract terms and conditions.
• Contract Documentation: Organize and maintain records of contracts, including digital and physical storage, to ensure easy access and audit readiness.
• Stakeholder Communication: Act as a liaison between the company and external stakeholders (clients, vendors, insurers, legal / attorney) to clarify contract terms, address concerns or negotiate conditions.
• Insurance Policy Administration: Ensure the company holds the necessary insurance policies, such as general liability, workers' compensation and professional liability, to cover operational risks.
• Insurance Verification: Review insurance certificates from subcontractors, vendors or other third parties to ensure compliance with the company’s insurance requirements.
• Claims Management: Submit, monitor and manage resolution of insurance claims. This includes ensuring claims are filed accurately and timely while maintaining communication with insurance providers and vested parties. Candidate must be familiar with claims covered under various policies to include professional, general liability, automotive, and cyber (workers comp and executive risk by others).
• Renewals and Updates: Coordinate with insurance providers and assist in renewal process as needed to ensure all company policies are up to date and renewed when needed, preventing lapses in coverage.
• Certifications and Bonds: Manage certificates of insurance, surety bonds and other required documents for project-related activities.
• Legal Review: Coordinate contract review with legal or insurance teams to identify potential liabilities, uninsurable items or gaps in coverage and foster collaboration in effort to agree on mitigation strategies.
• Dispute Resolution: Coordinate dispute resolution related to contract terms, insurance coverage, or claims by interpreting contract language and coordinating with legal or insurance teams.
• Audit Preparation: Prepare documentation for internal or external audits related to contracts and insurance to ensure that all requirements are met, and no gaps exist in compliance.
• Reporting: Provide regular reports to management on the status of contracts and insurance compliance.
• System Optimization: Develop or refine systems for contract and insurance tracking to improve efficiency, reduce errors, and ensure better compliance monitoring.
• Compliance: Assist with client and vendor onboarding process and submit annual renewal forms as required.
• Training and Education: Review insurance and contract education opportunities; attend and / or assign as needed and maintain updated files. Provide guidance to internal teams on contract best practices and insurance requirements to ensure all parties are aligned and knowledgeable.

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
• Dental and vision plans
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
• 401k with company match and self-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and their eligible dependents
• Short and long-term disability, AD&D coverage
• Professional development opportunities, tuition reimbursement and professional licensing assistance
• Paid parental leave after one year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed