Risk Management and Insurance Coordinator

Description

• Coordinates lease packages and submission processes, including obtaining approvals via DocuSign.
• Coordinates effectively across development, legal, tax, and property management teams to facilitate smooth communication and issue resolution.
• Utilizes document management, electronic filing systems, and legal case tracking systems efficiently, particularly for commercial real estate contracts.
• Provides administrative support to the Sales department to ensure seamless daily operations.
• Schedules and coordinates departmental meetings, conference calls, and virtual meetings.
• Coordinates with finance department on insurance premium payments, claim reimbursements, and accrual reconciliations.
• Serves as the primary point of contact for internal and external correspondence, ensuring timely communication with brokers, tenants, and team members.
• Assists with incident and accident reporting, including documenting events, gathering evidence, and coordinating with risk management and insurance adjusters.
• Assists in processing sales tax exemption letters, employment verification reports, and lease approval tracking.
• Reviews and analyzes insurance requirements in contracts, leases, and agreements to ensure appropriate coverage and compliance.
• Manages compliance with certificate of insurance requirements and other risk management documentation across commercial properties and development projects.
• Prepares and maintains insurance policy summaries, coverage matrices, and premium allocation schedules for management review.
• Manages and updates real estate broker and agent database while coordinating mailings and correspondence projects.
• Maintains organized filing systems for sales and leasing documentation, both electronic and physical records.
• Evaluates and improves processes and systems related to insurance policy administration, claims tracking, and compliance documentation.
• Pays close attention to detail to ensure accuracy in legal documentation, filings, insurance compliance, and regulatory reporting.
• Monitors insurance-related legal, regulatory, and industry developments; identify potential risks and opportunities.
• Attends applicable subject matter conferences, workshops, and networking events to stay updated on legal matters and industry trends related to this job function.
• Prepares, reviews, and files documents related to insurance policies pertaining to Uniland’s business activities.
• Actively participates and contributes in any/all initiatives when requested and/or required.
• Tracks and maintains insurance policy renewal dates and coordinates renewal processes with brokers and carriers to ensure continuous coverage.
• Maintains organized records for all insurance matters, including policies, claims, invoices, and correspondence, ensuring accuracy and accessibility for reporting and audits.
• Develops and prepare detailed reports, correspondence, and summaries related to insurance costs to support financial reporting and management decision-making.
• Prepares correspondence and documentation for insurance underwriting submissions, policy endorsements, and coverage modifications.
• Exercises discretion and maintains confidentiality when handling sensitive legal, financial, and proprietary information.
• Provides general office administrative support, including serving as a backup receptionist and assisting other departments as needed.
• Maintains insurance claim logs and tracking systems, monitoring claim status, settlement negotiations, and payment processing.
• Assists with the preparation of marketing and sales materials for property listings and promotional efforts.
• Prepares, edits, and distributes sales reports, meeting agendas, lease proposals, abstracts, lease documents, and commission agreements.
• Conduct basic research and data compilation to support sales initiatives and decision-making.
• Conduct periodic audits of sales databases and records to ensure accuracy and completeness.
• Maintains vendor and contractor insurance compliance files, tracking expiration dates and following up on renewals.
• Liaises with insurance carriers, brokers, and internal teams to ensure smooth communication and timely issue resolution.
• Manages and updates sales lead activity, including lead intake, tracking, and reporting within sales management systems.
• Reviews and verifies certificates of insurance requests from tenants, contractors, and vendors for accuracy and compliance with Uniland's requirements.
• Assists with preparation of annual insurance program reviews, including coverage analysis, cost comparisons, and recommendations for optimization.
• Facilitates administration of insurance claims, including builder’s risk, liability, and property insurance and other enterprise insurance policies; coordinates with brokers, carriers and internal teams to track and resolve claims.
• Coordinates property inspections and loss control assessments with insurance carriers and documents recommendations for risk mitigation.

Requirements

• Excellent written and verbal communication skills for drafting correspondence, reports, and interacting with clients and team members.
• Ability to work independently while also collaborating effectively with a team.
• Ability to adapt to a fast paced and dynamic work environment.
• Strong administrative and organizational skills with the ability to manage multiple tasks and deadlines.
• Extended periods of sitting at a desk or workstation while performing administrative tasks.
• Strong attention to detail and accuracy in maintaining records, preparing documents, and updating sales data.
• Ability to adapt to changing priorities and work under pressure to meet deadlines.
• Applies strong organizational skills to manage complex commercial property files, development projects, and multiple deadlines.
• A minimum of 3 years of administrative experience, preferably supporting commercial real estate development, property management, or insurance administration.
• Exhibits familiarity with commercial real property documents, and insurance/risk management.
• Knowledge of commercial real estate terminology, leasing processes, and sales operations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM systems such as HubSpot or Deal Manager.
• Problem-solving skills with the ability to anticipate needs and provide proactive administrative support.
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration.
• Occasionally required to lift and/or move up to 10 pounds.
• Strong time management skills to prioritize and complete tasks efficiently in a fast-paced environment.
• Bachelor’s degree in Real Estate, Business Administration, or Finance required.
• Ability to communicate effectively with associates, supervisors, and external parties in person, over the phone, or via email.
• Customer service mindset with a professional demeanour when interacting with clients and stakeholders.
• Familiarity with scheduling meetings, coordinating conference calls, and preparing meeting agendas.
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation.
• Basic understanding of financial tracking, lease agreements, and reporting functions in a sales environment.
• Strong interpersonal skills to build and maintain positive relationships with internal teams, brokers, tenants, and clients.
• Proven experience in communication and interpersonal skills, with the ability to interact effectively with internal and external stakeholders, attorneys, municipal authorities, and executives.
• Mobility within the office environment to attend meetings, training sessions, or other events.

Benefits

• Company-sponsored (paid) Life Insurance and Long-Term Disability
• Multiple medical plan options including a high deductible, low-cost HSA health plan with a generous employer contribution
• Comprehensive optional benefits such as Dental, Vision, Supplemental Life and Short-Term Disability, Legal/ID Protection, and Accident and Critical Illness Insurance
• Office-based environment with standard office equipment and ergonomic furniture.
• Retirement planning through the Company’s 401(k) with employer match
• Paid time off options, 8 paid company holidays, Voluntary Time Off (VTO), bereavement leave, jury duty leave, parental leave, voting leave, and other forms of paid leave as required by applicable law or regulation

Training + Development

Interview process

Visa Sponsorship

Security clearance