Insurance, Prequalification & Compliance Coordinator

Company Overview

Foundation Building Materials (FBM) is a leading construction materials distribution company serving the commercial and residential construction markets across United States and conjunction with Unified Door & Hardware Group (UDHG) a premier provider of commercial door frame and hardware solutions FBM supports a broad range of construction and architectural projects nationwide.

Together FBM and UDHGs 8000 Team Members are committed to operational excellence innovation and employee development. By combining scale specialty expertise and a customer-first mindset we deliver high-quality products and services to contractors builders and project teams across diverse markets. As the organization continues to grow and evolve we are investing in strong forward-thinking talent to support our long-term success.

Position Overview

We are seeking a detail-oriented highly organizedInsurance Prequalification & Compliance Coordinatorto join the Legal Department and support the companys insurance customer prequalification subcontractor qualification and business compliance processes.

This position requires a paralegal certificate and combines legal and risk-management support with significant cross-functional coordination and administrative responsibility. The successful candidate will be expected to review and understand insurance prequalification and compliance requirements; coordinate responses with internal and external stakeholders; accurately complete a variety of customer and vendor documentation; and recognize issues that require escalation to Legal Risk Management or other subject-matter experts.

The position will serve as the primary coordinator for Certificates of Insurance (COIs) including responding to customer requests coordinating revisions with our insurance broker answering insurance-related questions and maintaining insurance documentation in customer portals.

In addition this role will coordinate customer and general contractor prequalification requirements that allow the company to bid on and perform construction projects; administer the companys subcontractor prequalification process; and assist with miscellaneous compliance questionnaires certifications registrations and other documentation required by customers vendors governmental entities and other business partners.

The Insurance Prequalification & Compliance Coordinator will serve as a liaison among theLegal Risk Management Sales Operations Accounting Safety and Project Management teams as well as our insurance broker customers general contractors subcontractors vendors and other external parties.

This position reports to theLegal Department.

• 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 companys 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 companys insurance coverage limits and standard endorsements to customers and internal stakeholders.
• Identify insurance requirements that differ from the companys 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 companys 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 companys 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.

• 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.

• Associates or Bachelors 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.

The ideal candidate is:

• Highly organized and detail-oriented with the ability to manage a significant volume of documentation and deadlines.
• Resourceful and persistent with the ability to identify what information is needed determine who within the organization can provide it and follow through until a request is completed.
• Responsive and service-oriented recognizing that insurance prequalification and compliance requirements can directly affect the companys ability to bid contract start work and receive payment.
• Proactive identifying upcoming expirations and potential compliance issues before they become business or operational problems.
• Comfortable working cross-functionally and coordinating information from multiple departments and subject-matter experts.
• Able to understand and explain insurance and compliance requirements in clear practical terms.
• Able to exercise sound judgment particularly when distinguishing routine administrative requests from representations certifications or commitments requiring Legal or management review.
• Process-oriented with an interest in developing efficient repeatable systems and improving existing workflows.
• Committed to accuracy and consistency particularly when providing company information or making submissions to external parties.

The Insurance Prequalification & Compliance Coordinator plays an important role in ensuring the company is positioned to pursue new business opportunities satisfy customer requirements and appropriately manage insurance subcontractor and compliance risk.

Success in this position means the company remains prequalified and properly registered with key customers and general contractors; Sales is not prevented from bidding because of incomplete administrative requirements; certificate and insurance requests are handled accurately and promptly; Operations has access to appropriately prequalified subcontractors; customer and vendor compliance documentation is completed accurately and on time; and Legal and Risk Management have appropriate visibility into exceptions certifications and higher-risk issues.

The listed pay range reflects the expected base rate for this position. Within the range individual pay may vary based on experience qualifications and work location within state.

This is a full-time position with competitive pay and benefits.

• Base: $37.00 - $41.00 per hour
• Bonus: 10% Target Bonus
• Total Compensation (Base Bonus): The successful candidate could reasonably expect a Total Compensation Package in the range of $80000- $98000
• Equity: This role is not eligible for equity opportunities awards or grants.

At FBM were committed to supporting our employees both personally and professionally. We offer a comprehensive and competitive benefits package designed to help you thrive inside and outside of work. Our excellent package includes:

• Medical Dental and Vision plans with leading national providers
• Health Savings Account (HSA) / Flexible Spending Account (FSA)
• Company Provided Basic Life and Accident Death & Dismemberment (AD&D)
• Voluntary Life and Accidental Death & Dismemberment (AD&D)
• Critical illness Hospital Indemnity Accident Coverage
• Legal Insurance Plan
• Paid Time Off (PTO) & Paid Company Holidays
• 401(k) plan with generous company match

Foundation Building Materials is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all individuals. We value diversity and inclusion and are dedicated to creating a workplace where all employees feel respected and empowered. All employment decisions are made without regard to race color religion sex pregnancy (including childbirth breastfeeding or related medical conditions) sexual orientation gender identity or expression national origin age disability status genetic information veteran status or any other characteristic protected by federal state or local law.

In accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws we provide reasonable accommodations to qualified individuals with disabilities to help them perform the essential functions of their job. If you need assistance or an accommodation during the application process or while employed please contact Human Resources at .

This job will be posted for at least 5 days starting on the initial post date reflected above.