Risk Management Assistant

Robins & Morton; Birmingham (AL); On-site; USD 40,000 - 60,000; Full time

Job summary

Robins & Morton in Birmingham, Alabama, is seeking a Risk Management Assistant to support the Risk Management department with various tasks related to vendor and trade contractors. This role involves managing inquiries, processing confidential documents, and maintaining contractor files.

The ideal candidate will have administrative support experience, strong organizational skills, and proficiency in Microsoft Office Suite, particularly Excel. Applicants with a background in construction or risk management will be preferred.

Qualifications

• 3+ years of administrative support experience required.
• Prior experience with trade contractor qualification or document management systems a plus.
• Ability to speak, read, and write in English fluently.

Responsibilities

• Answer and route inquiries for the Risk Management Department.
• Review prequalification data for completeness.
• Schedule and coordinate meetings for the Risk Department.

Skills

Administrative support experience

Customer service mindset

Strong organizational skills

Microsoft Office Suite

Ability to learn software platforms

Confidentiality and discretion

Education

High School Diploma or equivalent

Associate's or Bachelor's degree in Business Administration or Risk Management

Tools

Microsoft Excel

DocuSign

TradeTapp

BuildingConnected

myCOI

Job description

Risk Management Assistant

The Risk Management Assistant will provide support to the Risk Management department, including a variety of tasks related to vendor/trade contractors, such as the qualification process, insurance enrollment and document processing system. This individual will be responsible for confidential and time-sensitive material.

Day-to-day Responsibilities

• Answer and route Risk Management Department Hotline inquiries
• Manage the inbox for Prequal and myCOI
• Process Confidential Financial Request forms and monitor for status updates
• Review submitted prequalification data for completeness (missing documents, unsigned forms, expired certificates, etc.)
• Maintain our Trade Contractor directory
• Prepare, route, and file prequalification Docusign packages for awarded trade contractors
• Monitor Docusign for completion and file executed agreements
• File, organize and maintain prequal trade contractor files
• Process and file monthly trade contractor internal evaluations
• Perform compliance checks for various RMP approvals from prequalified trade contractors
• Index builder’s risk documentation, including certificates, quotes (internal/broker), and invoices
• Schedule, plan, and coordinate meetings between individuals, teams, or departments as needed for the Risk Department
• Maintain accurate trade contractor vendor ID, agent contact information in myCOI
• Prepare monthly myCOI report for the OM meeting on projects not enrolled and compliance status of enrolled projects
• Create, process, and distribute correspondence including memos, emails, and letters
• Print and distribute documents/reports as needed
• Assist risk associates with sending TradeTapp and BuildingConnected invitations to trade contractors; adding estimate and job number tags to invitations, and adding to the TPQ list
• Assist risk associates on following up with trade contractors via phone and email to obtain missing or incomplete qualifying documentation
• Send templated responses to vendor support emails (application access issues, submission questions)

Qualifications and Requirements

• High School Diploma, GED, or High School Equivalency Certificate preferred
• Associate's or Bachelor's degree in Business Administration, Risk Management, or related field preferred
• 3+ years of administrative support experience required
• Experience in construction, insurance, risk management, or related industries strongly preferred
• 55-70 WPM typing required
• Prior experience with trade contractor qualification, insurance tracking, or document management systems a plus
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with a focus on Excel and Outlook
• Experience in document management systems, electronic filing, and database/data entry platforms
• Ability to learn construction-specific software platforms quickly (TradeTapp, BuildingConnected, myCOI, Egnyte, DocuSign)
• Positive, solutions-oriented attitude; with a strong customer service mindset, who approaches challenges with optimism and a collaborative spirit
• Ability to speak, read, and write in English fluently
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities in a structured, process-driven environment
• Demonstrates discretion with confidential and sensitive information while building trust through professional, respectful workplace relationships
• Excellent interpersonal and communication skills; with the ability to interact effectively with executives, trade contractors, project teams, and external vendors
• Ability to read and interpret construction documents, insurance policies, contracts, and technical procedures
• Effective written communication skills in a business professional manner
• Ability to work both independently and collaboratively in a fast-paced environment
• Proactive and self‑motivated; identifies issues early, takes initiative to resolve them, and knows when to seek guidance or/escalate concerns.
• Flexible and adaptable; works effectively with diverse personalities