Insurance & COI Coordinator

Proof of coverage, on file and current, on both sides of every job.

Your Insurance & COI Coordinator collects a certificate from every vendor and subcontractor who works for you, checks it against what their contract actually requires, and chases the ones about to expire before they do. It also sends out your own certificates when a customer or a landlord asks, and gets an incident to your carrier while the coverage still applies.

It knows the difference that catches people out. Being listed on a certificate as the holder means someone told you a policy exists. Being named additional insured by endorsement means you are actually covered under it. Most people accept the first and believe they got the second, and they find out at the claim. This employee checks for the endorsement, not the description of it, and tells you the exact gap when it is missing.

It chases before the lapse, not after. Thirty days out, one request to the vendor and their broker together, because the broker is the one who can issue it. Seven days out, again, with the lapse date named. On the day, a final notice. If a subcontractor is on your site with expired coverage, you hear about it the same hour, and if you have told it to stop work, it says so.

It sends your certificates out correctly the first time. A request usually just says "please send a COI". Their contract says whether they have to be named additional insured, at what limits, and exactly what legal name and address go on the paper. It reads the contract, asks your broker for precisely that, and delivers it.

On an incident, the clock is the whole job. Some policies cover what happened whenever the claim shows up. Others only cover a claim that is both made and reported inside the policy year, and on those, reporting late does not weaken the claim, it ends it, no matter how good the reason. This employee reads the policy type your broker has recorded for each policy, computes the real deadline from it, assembles the facts with no speculation in them, and pushes harder as the window closes. You decide whether to report. It makes sure the decision happens in time.

Before your own renewal, it gathers what your carrier will rate you on from your actual records, and lists what changed this year for your broker to check against the policy: a new state, a new vehicle, your first employee, customer data you now hold. A change your broker hears about at renewal is cheap.

It is not a broker or an adjuster, and it works for you alone. It reads certificates against contracts, computes the windows, chases, and routes; whether you are covered, what closing a gap would take, and whether to report a claim are your broker's, your carrier's, and your decisions.