What are the responsibilities and job description for the Administrative Assistant : Insurance and Licensing position at Action Inc.?
Job Description
Job Description
Are you detail-oriented with strong administrative skills and a passion for organization and compliance? Do you thrive in a fast-paced, collaborative environment and enjoy ensuring processes run smoothly?
We want to meet you!
Join our Administrative Team as an Administrative Assistant : Insurance and Licensing, where you'll play a key role in acquiring, managing, and maintaining contractor and vendor insurance documents, certifications, and licenses.
Job Summary : Position is responsible for acquiring, managing, and maintaining contractor and vendor insurance documents, certifications, and licenses. This role ensures compliance with local, state, and federal requirements, tracks and processes contracts using electronic signature platforms, and maintains secure, organized records. The coordinator will communicate with contractors to ensure documentation is up-to-date, assist with client inquiries, and collaborate with internal teams to improve filing systems and support day-to-day operations.
Hours : Full Time, 35 Hours / week, Monday - Friday, 8 : 30 AM to 4 : 30 PM, NON-EXEMPT
Benefits : Medical, Dental, Vision, Paid Time Off, Holidays, Life Insurance, AD&D, Long Term Disability, EAP, 403(b) with generous match after first year
Duties / Responsibilities :
- Acquire, manage, and maintain contractor / vendor insurance, certifications, and licenses.
- Ensure contractors meet local, state, and federal requirements for their trade certifications and licenses.
- Review insurance certificates for accuracy and compliance with coverage requirements.
- Communicate with contractors to request updated documentation and notify of upcoming expirations.
- Process, file, and track contracts using electronic signature platforms (e.g., DocuSign).
- Ensure contracts are securely processed and stored per company policies and legal requirements.
- Maintain organized, accessible records for audits and compliance checks.
- Collaborate with management to improve filing systems and enhance department efficiency.
- Serve as the main point of contact for contractor compliance inquiries and updates.
- Assist with phone inquiries and direct clients to appropriate departments.
- Assist with general client information intake and research.
- Support Energy staff with client inquiries, record storage, and daily operations.
- Attend and participate in departmental, organization-wide and other meetings.
- Act in the best interest of the organization, reflecting the values of team work, collaboration and mutual respect.
- Other duties as assigned
Required Abilities / Skills :
Experience & Education :
Physical Demands :
Background, criminal and drug screening
