Job Description

HNI Corporation is a global family of brands for the workplace and home dedicated to enhancing the spaces where we live, work, and gather. We pride ourselves on fostering an environment where we make a positive impact on others, upholding our beliefs in integrity, inclusion, and belonging.

The Contract & Policy Documentation Support Specialist serves as the go-to resource for internal teams, vendors, and business partners with questions about the company's enterprise contracts and insurance policy documentation. This role is focused on responsive, accurate support — helping people quickly find the information they need, keeping records organized and current, and producing simple reports that make contract and policy data easy to understand.

This position works closely with Finance, Legal, and Operations, as well as external brokers, carriers, and vendors, to answer questions, fulfill documentation requests, and keep contract and policy records accurate and accessible. It's best suited for someone who enjoys being a reliable point of contact — organized, responsive, and comfortable managing a steady stream of requests from different stakeholders.

Essential Duties & Responsibilities

Internal & External Support

• Serve as the primary point of contact for internal teams, vendors, and business partners with questions about enterprise contracts and insurance policy documentation.
• Respond to documentation requests accurately and within expected timeframes.
• Coordinate with brokers, carriers, and internal stakeholders to track down information and resolve questions.

Contract & Policy Documentation

• Maintain and update documentation for commercial insurance policies and enterprise contracts, including coverage summaries, schedules, and supporting records.
• Ensure documents are organized, accurate, and stored according to company standards.
• Track renewals, updates, and changes so documentation stays current.

Certificates of Insurance (COI) Management

• Issue and manage Certificates of Insurance for customers, vendors, and business partners.
• Track and fulfill certificate requests in a timely, accurate manner.
• Maintain activity records and ensure compliance with contractual requirements.

Reporting & Data Tracking

• Maintain spreadsheets and tracking tools for contracts, policies, and certificates.
• Use Excel (including pivot tables) to produce simple, clear reports on contract and policy data for internal stakeholders.
• Ensure accuracy and consistency of data across documentation systems.

Claims Documentation Support

• Assist with tracking and organizing documentation related to insurance claims.
• Coordinate with internal departments to collect required materials for claims processing.

Process & Administrative Support

• Support improvements to documentation processes and recordkeeping practices.
• Assist with audit preparation by organizing and providing requested documentation.
• Perform general administrative tasks related to contract and policy support.

Qualifications, Education & Experience

• Associate's or Bachelor's degree preferred; equivalent experience considered.
• 1–3 years of experience in administrative, documentation, customer support, or related roles.
• No prior insurance or risk management expertise required — training provided.
• Experience in a corporate or professional services environment is a plus.

Relevant Skills

• Strong customer service orientation; comfortable being a point of contact for multiple stakeholders.
• Intermediate Excel skills, including experience building and using pivot tables.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Strong attention to detail and organizational skills.
• Ability to manage multiple requests and deadlines simultaneously.
• Strong written and verbal communication skills.
• Adaptable and comfortable with shifting priorities.

We look forward to hearing from you!