Insurance, Prequalification & Compliance Coordinator

Foundation Building Materials•Santa Ana, CA

11d•Onsite

About The Position

Foundation Building Materials (FBM) is seeking a detail-oriented, highly organized Insurance, Prequalification & Compliance Coordinator to join the Legal Department. This role supports the company's insurance, customer prequalification, subcontractor qualification, and business compliance processes. It requires a paralegal certificate and combines legal and risk-management support with significant cross-functional coordination and administrative responsibility. The candidate will review and understand insurance, prequalification, and compliance requirements, coordinate responses with internal and external stakeholders, complete various documentation, and identify issues for escalation. The position serves as the primary coordinator for Certificates of Insurance (COIs), manages customer and general contractor prequalification, administers subcontractor prequalification, and assists with compliance questionnaires and registrations. This role acts as a liaison among various internal departments (Legal, Risk Management, Sales, Operations, Accounting, Safety, Project Management) and external parties (insurance broker, customers, general contractors, subcontractors, vendors).

Requirements

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.

Nice To Haves

Associate's or Bachelor's degree.
Experience working in a corporate legal department, law firm, insurance brokerage, risk management department, or construction company.
Experience working with Certificates of Insurance and commercial insurance requirements.
Familiarity with commercial general liability, workers' compensation, automobile liability, umbrella/excess liability, and other commercial insurance coverages.
Experience reviewing contractual insurance requirements and coordinating required certificates and endorsements.
Experience with contractor or subcontractor prequalification processes.
Experience completing customer, vendor, governmental, or third-party compliance questionnaires and registrations.
Experience working in the construction, building materials, specialty contracting, insurance, or risk management industries.
Familiarity with construction industry licensing, insurance, safety, environmental, and compliance requirements.
Familiarity with third-party contractor prequalification and compliance platforms.

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.
Assist with 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.
Proactively identify upcoming expirations or incomplete requirements that could prevent the company from bidding on or being awarded work.
Work with Sales and Operations to prioritize prequalification requests based on upcoming bids and project opportunities.
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.
Coordinate the collection and review of 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.
Coordinate the completion and submission of miscellaneous customer, vendor, governmental, and third-party compliance forms, questionnaires, certifications, and registration requirements.
Review requests, identify the information and supporting documentation required, and coordinate with appropriate internal departments to obtain accurate responses.
Complete or assist with documentation such as: Disadvantaged Business Enterprise (DBE) and similar questionnaires and certifications, Supplier, vendor, and customer registration forms and checklists, Safety and environmental policy acknowledgments and compliance questionnaires, Business ethics, code of conduct, and policy acknowledgments, Licensing and corporate registration information, Ownership, organizational, and company information questionnaires, Customer-specific compliance certifications and representations, Vendor onboarding and registration documentation, Other certifications, questionnaires, and administrative compliance documentation required in connection with bidding, contracting, or performing work.
Coordinate with Legal, Safety, Environmental, Human Resources, Accounting, Risk Management, Operations, and other subject-matter experts to obtain and validate information needed for submissions.
Review forms and questionnaires for representations, certifications, or commitments that require Legal or subject-matter review before execution.
Escalate unusual, inaccurate, unclear, or potentially problematic representations and certifications rather than making unsupported commitments on behalf of the company.
Maintain commonly requested company information and supporting documentation to improve the efficiency and consistency of future submissions.
Maintain organized records of completed questionnaires, certifications, registrations, and supporting materials.
Track recurring registrations, certifications, and other compliance requirements and coordinate renewals as necessary.
Identify opportunities to standardize responses and develop templates for frequently requested information.
Serve as a liaison among 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.
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 and improve insurance, prequalification, and compliance processes.
Assist in developing written procedures, checklists, standard responses, and documentation for recurring processes.
Support other administrative, legal, compliance, and risk-management initiatives within the Legal Department as needed.