General Liability, COI, and W-9 Compliance Coordinator

General Liability, COI, and W-9 Compliance Coordinator (USA Vendors) (Remote)

100% Remote | Full-Time | Up to USD $8/hour | Arizona Time Zone

Description

General Liability, COI, and W-9 Compliance Coordinator (USA Vendors) — own the licence and certificate calendar for a multi-brand US roofing group.

Our client is a US-based roofing and exteriors group operating a family of regional contracting brands across several states. Every brand needs current contractor licences and current certificates of insurance to work legally in every market it serves. This role is the one person who makes sure that is always true, reporting directly to the VP of Compliance.

You will own the renewal calendar for the corporate entity and every brand: tracking what is due where, starting long-lead items (insurance limits, bonds, continuing education, entity good standing) weeks ahead, preparing complete application packets for new state and local licences, and sending, checking and uploading COIs so nothing on file with an agency quietly expires. The work runs on US Eastern business hours with a high degree of independence.

We are looking for someone who has done this before: at least two years in licence management or regulatory compliance, with hands‑on experience filing applications or renewals with US state, county or city agencies, and real time inside a COI tracking platform. The work is not difficult to understand. It is difficult to do perfectly, every time, without being chased, and that is exactly what the VP needs.

Key Responsibilities

Licensing and Renewals

• Own completion of all licensing requirements for the corporate entity and every brand, on time, including preparing and filing licence applications and renewals.
• Track what is due, where it is due, and what each renewal needs before it can be filed, so nothing reaches its expiry date unfinished.
• Watch the dependencies behind a renewal — insurance certificates at the required limits, workers compensation proof, bonds, continuing education, entity good standing — and start the long-lead items early.

New Applications at State and Local Level

• Apply for new licences at state and local level, including preparing complete application packets.
• Work out what a new jurisdiction actually requires before the application goes in, and flag anything the company does not yet have in place.
• Keep packets clean and consistent: correct legal entity name, correct trade name, correct signatory, correct supporting documents.

Certificates of Insurance (COIs)

• Send and upload COIs to licensing offices, localities and brand markets, and confirm they were received and accepted.
• Check every certificate before it goes out: named insured, coverage types and limits, policy dates, certificate holder, and any wording the recipient requires.
• Support the brands on the COI platform: answer their questions and help them find or request what they need.

Internal Support and Subject Knowledge

• Answer licensing questions from company personnel clearly and in writing, with the source behind the answer.
• Research unfamiliar jurisdictions from primary sources and turn what you find into a usable answer for the team.
• Keep current on corporate, state, and federal licensing requirements as rules and rates change.

Records and Administration

• Keep accurate, organised, current records so any licence, certificate or confirmation can be produced quickly.
• Provide administrative support to the VP of Compliance.

Required Qualifications

• A minimum of 2 years in licence management, regulatory compliance, insurance certificate administration or a closely related field.
• Hands‑on experience preparing or filing applications or renewals with US state, county or city agencies, or equivalent regulator filings you can describe step by step.
• Working knowledge of Certificate of Insurance processes: how to read a certificate, what the limits and endorsements mean, and what a certificate holder is checking for.
• Excellent written and verbal English. You will write to agencies, brand managers and leadership every day.
• Strong computer proficiency across web portals, PDFs and spreadsheets, including completing detailed forms accurately.
• A documented record of accuracy: you can describe the tracker you kept and the checks you ran before filing.
• Availability Monday to Friday during US Eastern business hours, with reliable high-speed internet and a professional remotework setup.

Preferred Qualifications

• Experience with a COI tracking platform such as myCOI, TrustLayer, Jones, bcs, Sma