About the role
Position Overview
We are looking for a highly organized, detail-oriented Administrative Support Specialist to manage project administration, insurance coordination, contract review, and customer communication across our active project portfolio.
This role requires a basic understanding of general liability insurance — including GL, Umbrella, Workers Compensation, Excess policies, experience mod numbers, and Worker’s Comp class codes. You will be reviewing insurance requirements against our coverage, coordinating OCIP enrollment, and managing prequalification documentation. Training will be provided for contract review, but a general comfort level with insurance concepts is important from day one.
The ideal candidate is highly organized, a strong communicator, and able to start a task and see it through to completion before moving on. We are not looking for someone who juggles too many things at once — we are looking for someone who is methodical, thorough, and dependable.
Key Responsibilities
Project Set Up & Management
Set up new projects in Ignite (our CRM) and QuickBooks, ensuring all required information is entered accurately and completely
Create and maintain project estimates in QuickBooks as directed
Collect and organize all required project documents throughout the project lifecycle
Maintain weekly project tracking and produce monthly project reports
Insurance Coordination
A basic understanding of general liability insurance is required for this role.
Work with our insurance agents to obtain certificates of insurance and additional insured endorsements as required by project owners and general contractors
Understand and apply basic concepts including GL (General Liability), Umbrella, Workers Compensation, Excess policies, experience mod numbers, and Workers Comp class codes
Manage OCIP (Owner-Controlled Insurance Program) enrollment for applicable projects — coordinating with the project owner's insurance program and ensuring compliance with OCIP requirements
Maintain organized records of all insurance certificates, endorsements, and OCIP documentation
Contract Review & Prequalification
Review project contracts for insurance requirements, comparing our coverage limits against what is required — training will be provided for this function
Prepare contracts for president signature, ensuring all required documentation is organized and complete
Complete prequalification documents for new clients, general contractors, and project owners
Maintain organized records of executed contracts and prequalification submissions
Customer Communication
Email correspondence with customers regarding new projects, required documentation, and project updates
Respond promptly to customer calls and inquiries in a professional and helpful manner
Follow up on outstanding items — insurance documents, signed contracts, tax exempt certificates, and other required project documentation
Maintain a responsive, professional communication style that represents the company well
Document Collection & Filing
Collect, organize, and file all project documents in the appropriate systems — contracts, insurance certificates, tax exempt certificates, prequalification documents, and correspondence
Request and verify tax exempt certificates from applicable customers
Maintain accurate and organized project files so all documentation is readily accessible
Administrative Support
Assist the office with billing overflow and general administrative tasks as needed
Process ACH forms and credit applications for new vendors as directed
Required Qualifications
Basic understanding of general liability insurance — GL, Umbrella, Workers Compensation, Excess policies, experience mod numbers, and WC class codes — this is a requirement, not a preference
Highly organized with the ability to manage multiple active projects and open administrative items simultaneously
Strong written and verbal communication skills — responsive, professional, and clear in all customer and internal correspondence
Ability to start a task and complete it fully before moving on — methodical and thorough, not scattered
Basic QuickBooks knowledge — comfort with data entry and project setup in QBO
Proficiency in Adobe, Microsoft Word, Microsoft Excel, and Google Sheets
Reliable and self-directed in a remote work environment
Preferred Qualifications
Experience with Ignite CRM or comparable project management software
Experience with BidBoard or similar construction bidding platforms
Prior experience in construction, specialty contracting, or a project-based business
Familiarity with OCIP programs and the prequalification process for construction projects
Background in contract administration or project documentation in a construction environment
What Makes You a Great Fit
You understand the difference between a GL policy and a WC policy — and you know what experience mod numbers are
Your project files are complete, organized, and always up to date
You start a task, finish it completely, document it properly, and then move to the next one
Customers and GCs get responses from you promptly — nothing sits in your inbox without acknowledgment
You are the organized backbone that keeps projects set up correctly and moving forward
Requirements
This is a full time role
Up to $6/hr
100% Remote
Originally posted on Himalayas