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

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 licenses 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, and entity good standing) weeks ahead, preparing complete application packets for new state and local licenses, and sending, checking, and uploading COIs so nothing on file with an agency quietly expires. The work runs in 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 license 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 license 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, fees—and start the long-lead items early.
New Applications at State and Local Level
Apply for new licenses at the 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, and 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 fees change.
Records and Administration
Keep accurate, organized, current records so any license, certificate, or confirmation can be produced quickly.
Provide administrative support to the VP of Compliance.
Required Qualifications
A minimum of 2 years in license 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 remote-work setup.
Preferred Qualifications
Experience with a COI tracking platform such as myCOI, TrustLayer, Jones, bcs, SmartCompliance, Certificial, or CertFocus.
Background in construction, roofing, home services, insurance, or another licensed trade.
Experience supporting several legal entities or brands at once.
Experience working directly with a US-based company or US-based clients.
Tools & Software
COI tracking platform: training provided on the specific platform in use
State licensing board portals and city or county licensing and permitting portals
Microsoft 365: Outlook, Word, Excel, Teams, with SharePoint and OneDrive for document retention
Adobe Acrobat or a similar PDF tool for completing, combining, and submitting application packets
What Makes You a Great Fit
You keep a tracker you trust more than your memory, and you look at it every day.
You read the instructions page before you fill in the form, and you read the form again before you send it.
You would rather ask one clarifying question now than file something wrong and unpick it later.
You chase the missing document a week early, not the day before, because the person on the other end may not reply.
You say something the moment a deadline is at risk, even when the news is not welcome and nobody has asked.
You can name the last filing you got wrong, how you found out, and what you changed afterwards.
You write clearly enough that a busy manager understands what you need after one read.
What We Offer
Up to $6/hour
100% remote work
Full-time role
We hire for the long haul, so a steady track record of staying and growing always moves you up our list.
To apply:
Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link: Aptive Test — https://assessment.aptiveindex.com/s/nb8yRoYLakaa

Work arrangement
Yes