Insurance Verification Coordinator

INSURANCE VERIFICATION COORDINATOR

Classification: Non-exempt, salaried

Reports to: EVP Operations and General Counsel

Date of Last Review: April 2025

Under the direct supervision of the General and Associate General Counsel, this position is responsible for ensuring compliance by certifying and managing certificates of insurance from contractors, vendors, tenants, and other third parties (collectively “3rd Parties”), ensuring they have sufficient insurance coverage to meet Olymbec’s requirements. This position also tracks certificates of insurance.

Essential Functions

•    Responsible for detailed review of certificates of insurance and insurance policies.

•    Confirm 3rd Parties policy details, ensure policies are current and meet required coverage levels.

•    Serve as the point of contact for Olymbec insurance requirements.

•    Update Yardi.

•    Coordinate with insurance companies to ensure 3rd Parties meet Olymbec insurance requirements.

•    Address insurance related issues and questions in a timely and professional manner.

•    Monitor lease commencement dates and tenant improvement deadlines and perform ongoing follow-up to ensure all insurance requirements are met in a timely manner.

•    Proactively obtain certificates of insurance for current tenants in new property acquisitions.

•    Negotiate revisions to 3rd Parties insurance coverage to minimize Owner's liability

•    Ensure vendor COI is compliant with contract or company requirements prior to issuance of Purchase Orders

•    Maintain correspondence, documents and database for permanent files

•    Draft insurance default letters to tenants that are not compliant.

Skills

•    Customer Service

•    Communication, both written and oral

•    Attention to detail

•    Organization

•    Independent

Supervisory Responsibilities

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand, walk; use hands; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday 8:30 a.m. to 4:30 p.m.

Required Education and Experience:

High school diploma or equivalent

Proficient in Microsoft Outlook, Word, Excel and Adobe Acrobat

Preferred Education and Experience:

•    Knowledge of insurance terminology and policies.

•    Ability to handle confidential information with discretion.

•    Bachelor’s degree or equivalent preferred.

•    Three to five years’ insurance, real estate, paralegal or related experience.

Work Authorization/Security Clearance (if applicable)

Must be able to legally work in the United States.

AAP/EEO Statement

OLYMBEC USA is an equal opportunity employer and complies with all applicable federal, state and local fair employment practices laws. We strictly prohibit and do not tolerate discrimination against employees, applicants or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, gender, sexual orientation, age, physical or mental disability, medical condition (including pregnancy), citizenship, past, current or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state or local law. All of our employees, other workers and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits and termination of employment.

OLYMBEC USA also complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable state or local laws. Consistent with those requirements, we will reasonably accommodate qualified individuals with a disability if such accommodation would allow the individual to perform the essential functions of the job, unless doing so would create an undue hardship. If you believe you need an accommodation, refer any such request to your supervisor. We will also, where appropriate, provide reasonable accommodations for an employee's religious beliefs or practices.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.