EH&S and Underwriting Assistant

EH&S and Underwriting Assistant – DecisionHR

Position: EH&S and Underwriting Assistant – DHR Reports to: Vice President, Risk Management

In the performance of their duties, all employees are expected to demonstrate the following values:

• Act with the highest level of honesty, trust, integrity, and transparency.
• Work collaboratively to achieve organizational goals while embracing accountability for exceptional performance.
• Commit to excellence by striving to reach our full potential as individuals and as an organization, exceeding stakeholder expectations.
• Approach challenges with creativity and energy, developing innovative solutions that maximize success and deliver meaningful customer value.
• Support and promote a diverse workforce while contributing positively to our community and environment.

Position Summary

The EH&S and Underwriting Assistant provides operational and analytical support to both the Environmental Health & Safety (EH&S) and Underwriting teams. This role helps ensure that underwriting submissions are complete, properly documented, and aligned with company guidelines while coordinating monthly safety visit workflows with the company's third-party EH&S vendor (currently Alexander & Schmidt).

This position is designed as a developmental pathway toward a future role as either an Underwriter or an EH&S Consultant. The individual in this role will progressively develop technical knowledge in workers' compensation underwriting, regulatory research, safety compliance fundamentals, and client risk evaluation.

Essential Functions

Underwriting Support

Underwriting Process Support

The EH&S and Underwriting Assistant supports the underwriting workflow through submission review, data verification, research, and file preparation.

Submission Intake and Completeness Review

• Review incoming submissions to ensure all required documentation is included, such as applications/RFPs, three years of currently valued loss runs, and experience modification worksheets or factors.
• Identify missing or incomplete information and request documentation from brokers, sales representatives, or internal partners.
• Track submission quality, including NAICS codes, to support appetite analysis and submission trend reporting.

Guideline and Appetite Screening

• Review risks against carrier and DecisionHR underwriting guidelines for industries such as roofing, tree trimming, staffing, trucking, and other exposures.
• Identify and document issues such as lapses in coverage, excluded classifications, multi-state operations, and adverse experience trends.
• Decline clearly non-viable risks based on documented underwriting guidelines and escalate borderline cases to Underwriters for further review.

Data Collection, Verification, and Research

Conduct research and verification activities including:

• Articles of incorporation/organization and business registration verification (SOS, DOS, DOC databases).
• Workers' compensation proof of coverage verification using state databases.
• Experience modification verification using rating bureau systems such as NCCI, WCIRB, PCRB/DCRB, or similar resources.
• Review company websites and social media to confirm operations and exposure profiles.
• Contractor license searches and regulatory oversight checks (OSHA, DOT, OFAC).
• Verification of operational details including FEIN, ownership structure, number of locations, subcontractor usage, and safety program indicators as appropriate.

Loss Information and Documentation Management

• Order, obtain, and organize loss runs and rating worksheets.
• Maintain properly labeled and organized underwriting documentation within internal systems.

Turnaround and Workflow Efficiency

• Support improved turnaround times from submission to quote or decline by preparing complete, research-ready underwriting files.
• Contribute to improved broker satisfaction through accurate and timely processing.
• Maintain underwriting logs, trackers, and relevant reporting inputs.

EH&S Support Functions

The EH&S and Underwriting Assistant coordinates operational processes related to client safety visits conducted by the company's third-party EH&S vendor, Alexander & Schmidt (A&S).

Scheduling and Tracking

• Coordinate monthly safety visit scheduling with A&S based on assignment lists provided by EH&S leadership.
• Maintain the A&S vendor client status spreadsheet, including scheduled, pending, overdue, and completed visits.
• Monitor delays and escalate non-responsive or uncooperative clients to EH&S leadership.
• Update the EH&S client visit tracking spreadsheet in OneDrive monthly to ensure accurate documentation of visit outcomes and recommendations.

Client and Internal Communication

• Within three business days of sending visit assignments to A&S, notify clients via email that an A&S representative will contact them to schedule their safety visit.
• Communicate with HR Business Partners, Paytech representatives, Sales, and Client Experience teams to resolve issues related to client responsiveness.
• Conduct additional client outreach as needed to facilitate scheduling and completion of safety visits.
• Send post-visit summaries and safety recommendation letters to clients.
• Minimal broker communication is expected for this function.

Reporting and Compliance Monitoring

• Track and report on completed, pending, and overdue safety visits.
• Monitor outstanding safety recommendations and identify clients who may be out of compliance.
• Maintain organized documentation to provide EH&S leadership with visibility into field activity and client compliance trends.

Recommendation Follow-Up

• Track follow-up actions related to safety recommendations issued by A&S or internal EH&S staff.
• Update compliance status and outcomes monthly within the OneDrive tracking tools.

Cross-Functional Coordination

• Facilitate information sharing among Underwriting, EH&S, Claims, Sales, and Client Experience teams to ensure comprehensive risk evaluation.
• Support renewal preparation by assembling safety visit history, compliance status, and updated operational information for Underwriters and EH&S staff.
• Serve as a communication bridge for routine updates and cross-department coordination.

Required Skills and Competencies

Technical Skills

• Proficiency in Microsoft Excel and Microsoft OneDrive.
• Ability to perform regulatory, operational, and corporate research across state portals and rating bureau systems.

Communication and Professional Skills

• Strong active listening and clear written and verbal communication.
• Professionalism, responsiveness, empathy, and patience when interacting with clients and internal stakeholders.
• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Integrity, adaptability, and strong problem-solving abilities.

Travel

Less than 10% travel may be required.

Required Skills and Characteristics

• Strong analytical and problem-solving ability.
• Ability to quickly learn new concepts and systems.
• Strong communication and organizational skills.
• Familiarity with business principles and operational processes.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Required Education and Experience

High School Diploma or GED required.

Preferred Education and Experience

• Bachelor's Degree with 0–1 years of insurance customer service or related industry experience; or
• Associate's Degree with 1–3 years of insurance customer service or related industry experience; or
• High School Diploma or GED with 3–5 years of insurance customer service or related industry experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.

The preceding position description has been designed to indicate the general nature of the work performed, the level of knowledge and skills typically required, and the usual working conditions of this position. It is not designed to contain or be interpreted as a comprehensive, complete, or exclusive list of the duties of the position. Additional and different duties may be assigned from time to time. We are an E-Verify company.

Decision HR