Subcontractor Prequalification Specialist

POSITION DESCRIPTION

The Subcontractor Prequalification Specialist administers the subcontractor prequalification program end to end. This role owns the intake, evaluation, approval, renewal, and ongoing compliance of prequalification applications and supporting documentation. The position supports project teams by ensuring subcontractors meet required financial, safety, insurance, and risk standards before engagement, and works closely with operations, finance, safety teams, and external partners throughout the review process.

QUALIFICATIONS

Required

• 2 or more years of experience in insurance, risk management, or a related field
• Associate degree in Business or a related discipline, or four (4) years of relevant experience in lieu of a degree

Preferred

• 6+ years of experience in insurance, risk management or related field
• Previous experience with CMiC
• Four-year degree in Business or related degree

Skills

• Detail oriented and ability to work with a high degree of accuracy
• Demonstrated ability to work independently and within established timeframes
• Enhanced organizational skills with the ability to work on multiple projects simultaneously
• Strong verbal and written communication skills. Highly skilled to communicate with multiple levels across organization; effectively convey technical topics to non-technical audience.
• Demonstrated ability to gather and analyze information from multiple sources

• Strong collaborator and have the ability to work independently.
• Creative, diplomatic, and calm problem solver

• Ability to work with confidential data and maintain privacy
• Ability to professionally voice concerns and effectively deal with conflict
• Positive, can-do attitude and continuous learner
• Advanced Microsoft Office Suite skills

OFFICE AND TRAVEL

• Primarily based in the Roseville, MN corporate office with hybrid work flexibility
• Less than 5% travel required

RESPONSIBILITIES AND TASKS

Subcontractor Prequalification (90% of time)

• Manage the full lifecycle of subcontractor prequalification, including application intake, document review, approval or conditional approval recommendations, renewals, removal from eligibility lists, and tracking of restricted subcontractors
• Review and validate safety documentation (e.g., OSHA 300A, EMR), certificates of insurance, bonding capacity letters, litigation disclosures, and other required materials for accuracy and completeness
• Maintain the subcontractor prequalification database, ensuring accurate records, documentation, and expiration tracking
• Serve as the primary point of contact for subcontractors and internal stakeholders regarding prequalification requirements, status, and timelines
• Support project teams during bid and award phases by confirming subcontractor eligibility and compliance status

Other Duties as assigned (10% of time)

• Participate as an active member of the Risk & Legal Teams. Contribute to shared goals and collaborate with colleagues on achievement of priorities.
• Collaborate with internal teams, subcontractors and other stakeholders to align risk management efforts.
• Other duties as assigned.

COMPETENCIES

Technical Position

• Subcontractor Prequalification Administration: Demonstrates working knowledge of subcontractor prequalification programs, including intake, evaluation, approval, renewal, and ongoing compliance monitoring. Applies consistent standards to assess subcontractor eligibility and risk prior to project engagement. Maintains accurate eligibility status, restricted lists, and renewal schedules
• Insurance & Risk Analysis: Reviews and evaluates certificates of insurance, endorsements, and coverage limits for compliance with contractual and company requirements. Interprets bonding capacity letters and assesses financial risk indicators. Identifies insurance, safety, or risk gaps and escalates concerns appropriately.
• Safety & Compliance Review: Reviews and interprets safety documentation including OSHA 300A logs, EMR ratings, and related safety metrics. Applies safety thresholds and compliance standards consistently across subcontractors. Partners with Safety teams to validate documentation and resolve discrepancies
• Data Management & Systems Proficiency: Maintains subcontractor records, documentation, and expiration tracking within prequalification systems (e.g., CMiC or similar platforms). Ensures data accuracy, audit readiness, and consistent record retention. Leverages system tools to track status, renewals, and compliance metrics
• Regulatory & Contractual Awareness: Demonstrates understanding of construction industry regulations related to insurance, safety, and subcontractor compliance. Applies contractual risk requirements when reviewing subcontractor documentation. Maintains awareness of evolving regulatory and risk management standards
• Stakeholder Communication & Support: Serves as a knowledgeable point of contact for subcontractors regarding requirements, timelines, and deficiencies. Provides clear guidance to internal project teams regarding subcontractor eligibility and risk considerations. Translates technical insurance and risk concepts into clear, actionable guidance
• Issue Resolution & Risk Mitigation: Identifies incomplete, inaccurate, or non-compliant submissions and drives resolution. Recommends conditional approvals or restrictions based on risk assessment. Documents issues, decisions, and resolutions to support consistency and transparency.
• Confidential Information Management: Handles sensitive financial, legal, and safety information with discretion. Applies data privacy and confidentiality standards consistently

MEASUREMENTS OF SUCCESS

• 95% of subcontractor applications reviewed within established SLA timelines
• Renewals completed prior to expiration with minimal project impact
• Reduced cycle time year-over-year without compromising review quality

BEHAVIORS OF SUCCESS

• Proactively manages workload and renewal calendars

• Communicates timelines clearly and early to subcontractors and project teams
• Anticipates bottlenecks and adjusts priorities accordingly

PHYSICAL REQUIREMENTS

The physical requirements listed here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position involves sitting for extended periods of time at employee's workstation and during meetings as well as while traveling, either by plane or car. Employee needs to be able to lift to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and ability to distinguish between colors on graphs and charts.

Occasionally, employee will be required to visit construction jobsites which may expose the employee to dirt, dust, uneven surfaces, outdoor weather conditions and extreme temperatures.