Smart Tech Contracting delivers turnkey BAS & EPMS solutions for mission-critical colocation and hyperscale data centers operating at national program scale. As a Master Systems Integrator (MSI), we unify controls construction (DDC, PLC, SCADA) with software engineering, optimized graphics / UI standards, and program-level governance.

Complex integrations are delivered cleanly, consistently, and fast. Our teams thrive in high-stakes environments where quality control and uptime matters, schedules are compressed, and coordination is everything.

Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.

Position Title: Contract and Insurance Specialist

Position Location: Remote - work virtually from anywhere in the United States

JOB SUMMARY

The Contract and Insurance Specialist focuses on contract administration, insurance management, and compliance, ensuring the company's legal and operational processes run smoothly. Responsibilities include drafting, reviewing and managing contracts while ensuring compliance with client, legal, regulatory and company-specific requirements. The position manages the company’s insurance policies, oversees claims and coordinates with insurance providers to maintain up-to-date coverage. The role involves assisting in dispute resolution and preparing for audits, while continuously optimizing systems and providing training to internal teams. This person interacts with all departments in the firm.

The Contract and Insurance Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments.  Will execute and assist team leadership on projects, tasks or assignments of complex scope.  Will work independently or under limited supervision.

The Contract and Insurance Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.

This person will communicate and operate in line with organizational goals and values, as well as departmental objectives.

ESSENTIAL FUNCTIONS

Contract Administration (35%)

• Draft and Review Contracts / Legal Documentation: Prepare, review and assist in negotiating contracts with clients, subcontractors, vendors or other stakeholders to ensure terms are clear, compliant and favorable to the organization.  
• Contract Compliance: Ensure that all contracts adhere to client, legal, regulatory and company-specific requirements, including timelines, deliverables and obligations.  Manage and update client information portals, including annual requirements. 
• Amendments and Renewals: Coordinate and oversee contract changes, renewals and extensions while maintaining accurate records of contract terms and conditions. 
• Contract Documentation: Organize and maintain records of contracts, including digital and physical storage, to ensure easy access and audit readiness. 
• Stakeholder Communication: Act as a liaison between the company and external stakeholders (clients, vendors, insurers, legal / attorney) to clarify contract terms, address concerns or negotiate conditions. 

Insurance Management (25%)

• Insurance Policy Administration: Ensure the company holds the necessary insurance policies, such as general liability, workers' compensation and professional liability, to cover operational risks. 
• Insurance Verification: Review insurance certificates from subcontractors, vendors or other third parties to ensure compliance with the company’s insurance requirements. 
• Claims Management: Submit, monitor and manage resolution of insurance claims. This includes ensuring claims are filed accurately and timely while maintaining communication with insurance providers and vested parties. Candidate must be familiar with claims covered under various policies to include professional, general liability, automotive, and cyber (workers comp and executive risk by others).
• Renewals and Updates: Coordinate with insurance providers and assist in renewal process as needed to ensure all company policies are up to date and renewed when needed, preventing lapses in coverage.
• Certifications and Bonds: Manage certificates of insurance, surety bonds and other required documents for project-related activities. 

Assist with Legal Review and Compliance (20%)

• Legal Review: Coordinate contract review with legal or insurance teams to identify potential liabilities, uninsurable items or gaps in coverage and foster collaboration in effort to agree on mitigation strategies. 
• Dispute Resolution: Coordinate dispute resolution related to contract terms, insurance coverage, or claims by interpreting contract language and coordinating with legal or insurance teams. 

Administrative / Process Improvement (20%)

• Audit Preparation: Prepare documentation for internal or external audits related to contracts and insurance to ensure that all requirements are met, and no gaps exist in compliance. 
• Reporting: Provide regular reports to management on the status of contracts and insurance compliance. 
• System Optimization: Develop or refine systems for contract and insurance tracking to improve efficiency, reduce errors, and ensure better compliance monitoring. 
• Compliance: Assist with client and vendor onboarding process and submit annual renewal forms as required.
• Training and Education: Review insurance and contract education opportunities; attend and / or assign as needed and maintain updated files.  Provide guidance to internal teams on contract best practices and insurance requirements to ensure all parties are aligned and knowledgeable. 

POSITION REQUIREMENTS (INTERMEDIATE LEVEL FOR ALL THE FOLLOWING)

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
• Knowledge of contract law, legal terminology and regulatory compliance requirements to ensure contracts are legally sound and align with company policies.
• Knowledge of various insurance types (general liability, workers compensation, professional liability, auto, cyber) and the processes involved in managing, renewing and ensuring compliance with insurance policies.
• Knowledge of internal and external audit requirements, contract and insurance regulations and best practices to ensure complete readiness and no compliance gaps.
• Skilled in drafting, reviewing and negotiating contracts with clients, subcontractors, and vendors to secure favorable terms and manage any changes, amendments, or renewals.
• Skilled in developing and refining systems for tracking contracts and insurance documentation, optimizing processes to improve efficiency and reduce errors.
• Demonstrates extensive knowledge of AIA contracting process and requirements.
• Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
• Skilled in completing assignments accurately and with attention to detail
• Skilled in typing with minimal errors
• Ability to identify potential risks in contracts or insurance coverage and resolve disputes effectively by collaborating with legal and insurance teams.
• Ability to ensure all contracts and insurance documents are accurate, up-to-date, and compliant with legal and company requirements.
• Ability to manage multiple contracts, insurance policies and claims simultaneously, ensuring timely renewals and documentation.
• Ability to communicate effectively in both oral and written form (technical and non-technical information) with internal teams and external stakeholders (clients, vendors, insurers), providing guidance on best practices and ensuring alignment with contract and insurance requirements.
• Ability to maintain confidentiality and handle sensitive information
• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace
• Ability to maintain neat, orderly, complete documents and project files
• Ability to analyze and prepare documents, reports and correspondence
• Ability to work successfully as a member of a team and independently with supervision
• Ability to work under pressure and meet close deadlines
• Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt to changing business requirements as necessary

PHYSICAL DEMANDS

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is

• Frequently required to remain in a stationary position
• Frequently moving through office, commercial, and jobsite environments
• On occasion may move equipment weighing up to 50 pounds

TRAVEL / RELOCATION REQUIREMENTS

• Up to 10%, this may include travel to any or all 50 US states.
• Must be located near a major US airport.
• Effective May 7, 2025, and in accordance with U.S. federal regulations for domestic air travel, a valid REAL ID (or an acceptable alternative, such as a passport) is required for travel associated with this position.
• Travel may involve transportation by car or plane depending on the destination and nature of the business need.
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meetings for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

EDUCATION / EXPERIENCE REQUIREMENTS

• Minimum of seven years of experience in a professional office or consulting services environment.

BENEFITS

Smart Tech Contracting offers a very competitive benefits package; highlights include

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
• Dental and vision plans
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
• 401k with company match and self-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and their eligible dependents
• Short and long-term disability, AD&D coverage
• Professional development opportunities, tuition reimbursement and professional licensing assistance
• Paid parental leave after one year of employment

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is STC's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

Smart Tech Contracting is an EEO/Affirmative Action Employer and participates in the E-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.

Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award-winning team!

NOTICE TO THIRD PARTY AGENCIES:

STC does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to STC in the absence of a signed Service Agreement where STC has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of STC and STC will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.