Compliance Coordinator

POSITION SUMMARY:

The Compliance Coordinator manages subcontractor and vendor compliance for Keiter Corporation and Hatfield Construction. The role verifies that every subcontractor payment application is documented before releasing payment. It also manages subcontractor insurance compliance, onboards new vendors, and provides administrative support for contracts and commitments. The position works daily with the project management and accounting teams and serves as the control point between project approval and payment.

ACCOUNTABILITIES: 

• Subcontractor payment application compliance
• Subcontractor and vendor insurance compliance
• Vendor onboarding and setup
• Contract and commitment administration support

RESPONSIBILITIES: 

• Subcontractor Payment Compliance:
  • Review all subcontractor payment applications for required documentation before release, including:
    • Conditional and unconditional lien waivers, including lower-tier subcontractors and suppliers
    • Certified payroll records on prevailing wage projects
    • MBE/WBE and workforce utilization reporting
    • Current certificate of insurance
    • Fully executed subcontract and change orders
  • Maintain a compliance status log by project and subcontractor
  • Notify subcontractors of deficiencies and follow up through resolution
  • Communicate payment holds and releases to Project Managers and Accounting
  • Assemble compliance backup for owner, lender, and agency requisitions and audits

• Insurance Compliance:
  • Administer the company’s subcontractor insurance tracking platform and digital compliance workflows
  • Request, review, and track certificates of insurance and endorsements against subcontract requirements
  • Monitor expirations and obtain renewals before coverage lapses
  • Issue certificates of insurance requested by clients
  • Support annual insurance audit preparation

• Vendor Setup:
  • Collect and verify new vendor documentation, including W-9, insurance, and tax-exempt certificates
  • Set up and maintain vendor records in company systems
  • Issue and maintain project tax-exempt documents

• Contract and Commitment Administration Support:
  • Review commitments, purchase orders, commitment change orders, and potential change orders under for accuracy and completeness, and escalate items above the threshold to the Contract Administrator
  • Route contracts, commitments, and change orders for signature
  • Execute authorized commitments and commitment change orders 
  • File and maintain executed documents
  • Complete prime contract and project administrative setup 
  • Assist with general bid documents and process documentation as assigned

QUALIFICATIONS

Certifications/Skills

• Working knowledge of lien waivers, certificates of insurance, and additional insured requirements
• Familiarity with Massachusetts and Connecticut prevailing wage and certified payroll requirements, and with MBE/WBE reporting
• Strong attention to detail and the ability to manage deadline-driven, high-volume document review
• Able to hold firm on compliance requirements while maintaining good working relationships with subcontractors and project teams
• Proficient with Google Suite or similar, and with Procore, Sage Intacct, or comparable construction management and accounting systems
• Clear written and verbal communication

Education 

• Associate’s or bachelor’s degree in business, accounting, construction management, or a related field, or equivalent experience

EXPERIENCE

• Three or more years in construction administration, subcontractor compliance, accounts payable, or contract administration
• General contractor or public and affordable housing project experience preferred