Insurance Administrator

JDL Search Partners; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Wise Construction is seeking an Insurance Administrator to support our insurance program and project administration at our Greater Boston–area offices. The role covers COI and bond administration, subcontractor compliance, claims coordination, audit support, and document control across multiple projects with cross‑functional teams.

You will prepare subcontracts, change orders, and ensure regulatory and contractual compliance, working with project managers, brokers, and attorneys.

Qualifications

• Bachelor’s degree and 2+ years of work experience is desired.
• Strong knowledge of Certificates of Insurance, bonding, subcontractor compliance, and insurance documentation.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, SharePoint) and insurance management tools (e.g., Procore, Compass, NHG, Optio).
• Strong organizational and communication skills.
• Ability to prioritize and manage multiple tasks effectively with minimal supervision.
• Positive attitude and team-oriented mindset.
• Detail-oriented, flexible, and able to thrive in a fast-paced environment.

Responsibilities

• Assist in project coordination and documentation including contracts and permits.
• Manage COI records and renewals, and coordinate insurance documentation.
• Oversee bond administration and invoicing workflows.
• Coordinate with attorneys, brokers, and project teams to ensure compliance.
• Support audits and record management; maintain SharePoint folders.

Skills

Insurance knowledge

Bonding

Subcontractor compliance

MS Office

SharePoint

Procore

Compass

NHG

Optio

Organizational skills

Communication

Multitasking

Attention to detail

Education

Bachelor’s degree

Tools

Procore

Compass

NHG

Optio

SharePoint

Job description

ABOUT

The Construction Company provides preconstruction, construction management, virtual design & construction, MEP services, design-build, and self-performance services, specializing in occupied space renovation and building conversion projects. Wise works with science & technology, healthcare, and institutional clients throughout the Greater Boston area. The success of the firm has been bolstered by the local knowledge and relationships it has earned through more than four decades of service to its clients. Collaborative, enterprising, and fun—these attributes are deeply rooted in the DNA. We’re successful because we truly enjoy what we do and the people we work with. Driving results comes naturally to us, and we’re ready to have the right candidate join our team who will thrive in this cultural setting.

THE ROLE

The Insurance Administrator serves a dual role supporting both the company's insurance and risk management programs and project administration functions. This position is responsible for administering bonds, certificates of insurance, subcontractor compliance programs, SDI and wrap-up insurance programs, claims coordination, audit support, and insurance record management. Additionally, the role provides project administrative support through the preparation and management of subcontracts, changeorders, contract documentation, and other project-related administrative functions. The Insurance Administrator collaborates with project teams, subcontractors, insurance brokers, attorneys, and internal departments to ensure compliance, mitigate risk, and maintain efficient project operations.

RESPONSIBILITIES

Project Coordination

• Assist in preparing and distributing project status reports, meeting minutes, and related documentation.
• Support project documentation processes, including contracts, permits, and compliance records.
• Follow up with subcontractors to ensure timely submission of project paperwork.

Bond Administration

• Facilitate bond requests for project teams.
• Coordinate bond processing with project managers, insurance brokers, and surety providers.
• Obtain bond invoices and submit them to Accounts Payable for proper project cost allocation.
• Maintain records of all bond requests, approvals, and associated documentation.

Compliance and Process Improvement

• Oversee Certificate of Insurance (COI) management, ensuring compliance with contractual and legal requirements.
• Develop streamlined processes for subcontractor pre-qualification and compliance, ensuring integration with tools like Compass for Subcontractor Default Insurance enlistment.
• Establish automated alerts for COI renewals and missing documents to maintain compliance.
• Manage COI renewals for Wise Construction, Eastern Site Supply, and Merrit Construction Services.
• Coordinate with Acrisure to identify which owner COIs, tracked by client name rather than project number, require renewal, and maintain accurate company-wise COI records.
• Administer subcontractor general prequalification process, reviewing submissions for completeness and compliance with company standards.
• Administer the SDI prequalification process through Compass for subcontractor enrollment eligibility.
• Prepare and track Workers Compensation Affidavits as required by project and jurisdiction.

21 East Street, Winchester, MA 01890 | 900 Elm Street, Manchester, NH 03101 | 781-721-1100 wiseconstruction.com

• Manage SDI enrollment and prepare quarterly reporting to NHG and Optio.
• Support administration of the General Liability Wrap-Up (OCIP) program, including enrollment tracking and compliance documentation.

Claims and Legal Correspondence

• Coordinate claims and lawsuit correspondence with Wise’s attorneys, insurance carriers, and brokers.
• Maintain organized records of case status and required documentation.
• Track claim status and assist with information requests as needed.

Audit Support

• Support insurance-related audits by gathering, organizing, and providing requested documentation.
• Ensure records are complete, accurate, and readily accessible for review.

Document and Record Management

• Maintain organized electronic files for insurance, bonds, prequalification, compliance, and claims documentation.
• File all relevant documents within SharePoint project folders.
• Ensure project teams have timely access to required documents and compliance information.

Team Collaboration

• Act as a liaison between subcontractors, project managers, and clients to resolve billing and compliance issues.
• Streamline coordination processes to reduce administrative workload for project teams.
• Provide detailed checklists and guidance to subcontractors to ensure compliance and accuracy.

QUALIFICATIONS

• Bachelor’s degree and 2+ years of work experience desired.
• Strong knowledge of Certificates of Insurance, bonding, subcontractor compliance, and insurance documentation.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, SharePoint) and insurance management tools (e.g., Procore, Compass, NHG, Optio).
• Strong organizational and communication skills.
• Ability to prioritize and manage multiple tasks effectively with minimal supervision.
• Positive attitude and team-oriented mindset.
• Detail-oriented, flexible, and able to thrive in a fast-paced environment.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• This is an onsite/office position.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

EEO STATEMENT

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, or any other characteristic protected by law