Subcontractor Contracts & Compliance Coordinator

Dynamic Group; Baton Rouge (LA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K

Paid Time Off

Job summary

Dynamic in Baton Rouge is seeking a detail-oriented Contracts/Compliance Coordinator to manage subcontractor paperwork, licenses, and insurance. You will track expirations, compare documents to contracts, and coordinate with our General Counsel and Compliance Manager to clear subcontractors for work.

You’ll handle payroll-related forms on government-funded jobs and maintain organized files across multiple projects, while ensuring confidentiality and timely follow-ups.

Qualifications

• Associate’s or bachelor’s degree, or similar education and work experience.
• Careful with details and steady with follow-up. You catch a wrong date and keep at it until the paperwork is in.
• Clear, professional emails and phone calls with subcontractors, insurance agents, and our team.
• Comfort with Microsoft Office (Word, Excel, Outlook), PDFs, and e-signature programs.
• Able to manage many documents and deadlines across projects, and to keep confidential information private.
• Willing to learn insurance and contract basics. You’ll pick up our templates and systems on the job.
• Able to work at our Baton Rouge office. This job is in person, with no remote work.

Responsibilities

• Send subcontractors our standard agreement and the paperwork for each project. Track each one until it’s signed.
• Collect W-9s, contractor licenses, and insurance certificates. Ensure each one is complete and current.
• Compare each insurance certificate to our contract. Check coverage amounts, dates, and that our company is named on the policy.
• Track expiration dates for licenses and insurance. Request renewals before anything runs out.
• If a subcontractor changes our contract, compare their version to ours and list each change for our General Counsel.
• Inform the project team when a subcontractor is cleared to start. Missing paperwork means not cleared.
• Check paperwork again when a subcontractor bills us. Inform Accounting and the project manager what’s missing.
• On government-funded jobs, collect payroll reports and extra forms. Check no one is barred from federal work.
• Keep subcontractor files and our tracking system up to date. Send regular status reports.
• Collaborate with project managers, accounting, safety, and the proposal team to ensure one clear request to subcontractors.

Skills

Attention to detail

Follow-up

Email/phone communication

MS Office

Document management

On-site work

Education

Associate's or Bachelor's degree

Tools

Procore

Quickbase

ComputerEase

SharePoint

OneDrive

Job description

About the Job

Before a subcontractor starts work for us, we need signed contracts, insurance, and licenses on file. This job makes sure that happens. You’ll send the contracts, collect and check the paperwork, and tell the project team when a subcontractor is ready to start. You’ll also track expiration dates so nothing runs out while the work is going on. You’ll report to our Compliance Manager and work with our General Counsel, our company attorney, on contracts.

What You’ll Do

• Send subcontractors our standard agreement and the paperwork for each project. Track each one until it’s signed.
• Collect W-9s, contractor licenses, and insurance certificates. Make sure each one is complete and current.
• Compare each insurance certificate to our contract. Check the coverage amounts, the dates, and that our company is named on the policy. Follow up on anything missing or wrong.
• Track expiration dates for licenses and insurance. Ask for renewals before anything runs out.
• If a subcontractor changes our contract, compare their version to ours and list each change for our General Counsel.
• Tell the project team when a subcontractor is cleared to start. Missing paperwork means not cleared. Only our Compliance Manager or General Counsel can approve an exception.
• Check paperwork again when a subcontractor bills us. Tell Accounting and the project manager what’s missing.
• On government-funded jobs, collect payroll reports and extra forms. Check no one is barred from federal work.
• Keep subcontractor files and our tracking system up to date. Send regular status reports.
• Work with project managers, accounting, safety, and the proposal team, so subcontractors get one clear request.

What We’re Looking For

Must have

• An associate’s or bachelor’s degree, or similar education and work experience.
• Careful with details and steady with follow-up. You catch a wrong date and keep at it until the paperwork is in.
• Clear, professional emails and phone calls with subcontractors, insurance agents, and our team.
• Comfort with Microsoft Office (Word, Excel, Outlook), PDFs, and e-signature programs.
• Able to manage many documents and deadlines across projects, and to keep confidential information private.
• Willing to learn insurance and contract basics. You’ll pick up our templates and systems on the job.
• Able to work at our Baton Rouge office. This job is in person, with no remote work.

Nice to have

• Experience with contracts, insurance paperwork, construction, or paralegal work, or a paralegal certificate.
• Experience on government-funded or disaster-recovery jobs (FEMA, HUD, Army Corps of Engineers).
• Knowledge of Louisiana contractor licensing.
• Experience with Procore, Quickbase, ComputerEase, SharePoint, or OneDrive.

This job supports our legal and compliance team. It does not give legal advice, and our General Counsel makes all decisions on contract terms. Dynamic is an equal opportunity employer.

Benefits

• Medical
• Dental
• Vision
• 401K
• Paid Time Off