Contract Specialist

About the position

W&M Fire Protection is a full-service fire protection contractor with complete design, installation, and fabrication capability. W&M has proudly served the tri-state and New England areas for over 30 years and offers a challenging and rewarding work environment. Due to continued growth, we are looking for a Contracts Specialist to be based out of our Hawthorne, NY team. In this role, you will be responsible for administering and managing contract documents and insurance certificates for W&M Fire Protection Services. This role ensures compliance with legal requirements, risk management, company policies, and oversees the execution and maintenance of both contracts and insurance certificates.

Responsibilities

• Review contract language and related documents to assess risk to the company and facilitate negotiations with customers when mitigation approaches are necessary.
• Verify the scope of work, liability, indemnification, and insurance requirements of all contracts.
• Respond to questions internally and externally about contractual terms and requirements.
• Maintain and organize contract documents within designated job folders, ensuring all documents are saved and retrievable, adhering to the company's document management policies.
• Respond to pre-bid and post-bid documentation requests, including pre-qualification forms, W9s, sample contracts, and insurance evidence.
• Request and manage Certificates of Insurance (COIs) and ensure all necessary insurance policies are in place before work commences.
• Manage renewal processes for General Liability, Workers' Compensation, and Disability insurance.
• Manage third-party insurance-related platforms.
• Work with project managers to facilitate the subcontractor set-up process, ensuring all required documentation, such as prequalification questionnaires, master subcontractor agreements, COIs, and W9 forms, are submitted.
• Monitor insurance renewals and compliance for subcontractors.
• Provide support with additional administrative duties as assigned.

Requirements

• High School Diploma/GED required.
• Associate's degree in Business Administration, Risk Management, or familiarity with contract law would be a plus.
• Entry level experience is acceptable as training will be provided, however any experience in a related field would be a plus.
• Excellent verbal and written communication skills required.
• Proficiency with Microsoft Office applications, Adobe Acrobat Pro, DocuSign, and other e-signature platforms.
• Strong attention to detail and excellent organizational skills.
• Ability to manage multiple priorities and deadlines.

Benefits

• Competitive pay rates for experienced professionals.
• Comprehensive benefits package including medical, dental, vision, and additional perks.
• Strength of a team-first mindset with over 30 locations across the East Coast and Midwest.
• Financial stability and support from APi Group, a publicly traded corporation.
• World-class training and leadership development opportunities.
• Long-term career relationships with many employees having been with the company for 20+ years.
• Value-driven recruitment aligning with company values.