Documentation Specialist (Commercial Insurance & Enterprise Risk)

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 Insurance Documentation Specialist is responsible for maintaining, organizing, and supporting documentation related to the company’s commercial insurance programs. This role focuses on ensuring that insurance policies, certificates, and related records are accurate, up to date, and readily accessible for internal stakeholders and external partners.

This position works closely with internal teams such as Finance, Legal, and Operations, as well as external insurance brokers and carriers, to support day-to-day administrative processes related to insurance coverage, documentation, and compliance requirements. The role is best suited for a detail-oriented professional who excels at organization, documentation management, and coordination.

ESSENTIAL DUTIES & RESPONSIBILITIES

Insurance Documentation & Recordkeeping

• Maintain and update documentation for commercial insurance policies, including coverage summaries, schedules, and supporting records.
• Ensure all insurance-related documents are organized, accurate, and stored in accordance with company standards.
• Track policy renewals, updates, and changes to ensure documentation remains current.
• Assist with preparing documentation packages for internal stakeholders and external partners.

Certificates of Insurance (COI) Management

• Issue and manage Certificates of Insurance for customers, vendors, and business partners.
• Track certificate requests and ensure timely and accurate fulfillment.
• Maintain records of certificate activity and ensure compliance with contractual requirements.
• Coordinate with brokers and internal teams to validate coverage requirements.

Insurance Program Support

• Assist with gathering and organizing information for insurance renewals and policy updates.
• Support communication with insurance brokers and carriers to ensure accurate documentation.
• Maintain records of insurance coverage details and respond to internal inquiries regarding policies.

Claims Documentation Support

• Assist with documentation and tracking of insurance claims.
• Maintain organized records of claim-related materials and correspondence.
• Coordinate with internal departments to collect required documentation for claims processing.

Data Tracking & Reporting

• Maintain spreadsheets and tracking tools related to insurance policies, certificates, and claims.
• Assist in preparing basic reports related to insurance activity and documentation status.
• Ensure accuracy and consistency of data across documentation systems.

Process & Administrative Support

• Support improvements to documentation processes, organization, and recordkeeping practices.
• Assist with audit preparation by organizing and providing required insurance documentation.
• Perform general administrative tasks related to insurance program support.

QUALIFICATIONS, EDUCATION & EXPERIENCE

• Associate’s or Bachelor’s degree in Business, Finance, Risk Management, or related field preferred.
• 1–3 years of experience in administrative, documentation, insurance, or related roles.
• Equivalent experience or qualifications (including paralegal certificates) will be considered.
• Basic understanding of commercial insurance concepts and terminology.
• Experience in a corporate or professional services environment is a plus.

PREFERRED QUALIFICATIONS

• Exposure to corporate insurance programs, claims administration, or risk management practices.
• Experience working with insurance documentation, contracts, or compliance records preferred.

RELEVANT SKILLS

• Experience working with cross-functional teams and external service providers.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office tools, particularly Excel and Word.
• Ability to manage multiple tasks and meet deadlines.
• Strong written and verbal communication skills.
• Detail-oriented with a focus on accuracy and completeness.
• Strong organizational and documentation management skills.
• Dependable and able to follow established processes.
• Collaborative team player with a service-oriented mindset.
• Adaptable and able to handle changing priorities.

We look forward to hearing from you!