Birthbaum runs the administrative follow-through around subcontractor insurance documents: requests, renewals, record updates, human follow-up and the exception queue.
The burden usually starts after the first reminder: a subcontractor does not respond, a broker correction is pending, a project status is stale, or the document needs a decision. Birthbaum is built around that follow-through.
The certificate is expired. The subcontractor has not replied. The broker sends the wrong file. The project may be closed. Someone still has to decide what happens next and keep moving until it is resolved.
Requests, renewals, corrections and status questions land with accounting, project admin, operations or risk.
Alerts can identify a problem. They do not necessarily resolve the human exception behind it.
If the answer is your controller, PM, office manager or risk lead, the process still has an internal owner.
Birthbaum administers the workflow inside approved boundaries, keeps the queue moving and brings your team only the items that require client, broker, risk or legal judgment.
Normalize active subcontractors, project assignments, contacts, current documents and status.
Send requests and renewal notices, then follow up according to the agreed cadence.
Record factual fields, expirations, outreach attempts and open exceptions in the approved system.
Ambiguous insurance, policy, endorsement and legal questions go to the client's designated adviser.
The goal is simple: every open item has an owner, a next action and an escalation path, without your staff remembering to check the tracker.
Your company supplies or approves the requirement matrix, contacts, systems and escalation authority.
Birthbaum organizes the roster, current documents, expirations, missing items and existing exceptions.
We run requests, renewals, follow-up, record maintenance and aged-exception escalation.
You receive a clean weekly status view and only the matters that require your authority or adviser input.
Birthbaum's operating boundary is deliberate. The service is designed to execute a client-approved process, not replace licensed insurance professionals or legal counsel.
Instead of committing to a long managed-service contract on day one, use a paid takeover to establish current status, run the first outreach cycle and measure how much internal work actually disappears.
The client experience should be quiet. Birthbaum handles the routine movement of the queue and summarizes what changed, what is still open and what actually needs a decision.
Only matters that require client authority or adviser input.
A managed service only works if access, handling and accountability are clear. The initial operating model is designed around least privilege and secure business systems.
MFA, company-managed accounts, client-specific workspaces and prompt access removal at termination.
Operate inside the client's approved systems when feasible, reducing unnecessary data movement or migration.
Maintain notes, outreach history, statuses and escalation records so the operating history can be reconstructed.
That is the practical test for whether Birthbaum is removing ownership from the client's staff.
No. Birthbaum's launch scope is administrative. Insurance requirements remain defined and approved by the client and its licensed advisers. Substantive coverage, policy, endorsement and legal questions are escalated rather than decided by Birthbaum.
That is the preferred model where practical. The service is intended to be software-agnostic, so a client does not need to migrate platforms just to outsource the follow-through.
The initial target is a regional commercial general contractor with enough subcontractor and project volume that COI administration has become a recurring internal burden, but without a fully staffed enterprise compliance department.
Birthbaum records the exception and routes it to the client's designated broker, risk adviser, legal counsel or internal authority. The service is designed around knowing when to escalate instead of improvising.
Yes. The 30-Day COI Takeover is designed as a paid starting engagement to establish status, clean the workflow and measure how much internal effort can be removed before discussing recurring management.
If the answer is accounting, project admin, operations, risk or an office manager as a side responsibility, a 20-minute workflow review can show whether outsourcing the queue makes sense.