Contracts & Compliance Specialist

The Contracts & Compliance Specialist provides support to the Contracts & Rates Manager, and the HSE Manager at Tempest Management Services (TMS). TMS provides support to a family of operating companies in the utility sector as well as maintenance and repair sector. Contract Administration & ManagementAssist in maintaining the centralized contract repository for customer MSAs, emergency response agreements, work authorizations, amendments, rate sheets, and related contractual documents. Assist in maintaining the contract tracking database and ensure contract records are complete, accurate, and current. Track contract expiration and renewal dates, notice requirements, rate escalation dates, insurance requirements, and other key contractual milestones. Prepare contract summaries and quick-reference guides identifying key commercial and billing terms. Compare new or revised agreements against existing contracts and identify changes for Contracts & Rates Manager review. Assist in maintaining standardized contract templates, exhibits, rate sheets, and supporting documents. Coordinate routing of contracts for internal review, approval, signature, and final filing. Assist in maintaining documentation of contract negotiations, redlines, approvals, and final executed terms. Assist with contract audits and post-project/storm documentation requests. Rates & Pricing SupportAssist in maintaining customer and subcontractor rate databases, including labor, equipment, supervision, and specialty service rates. Track labor agreement wage increases and effective dates and update applicable pricing models. Assist with updating customer rates based on contractual escalation provisions and changes in underlying labor or equipment costs. Gather current labor, equipment, material, lodging, travel, and other cost information needed for estimating. Assist in maintaining historical pricing and cost data for use in future estimates. Prepare preliminary cost and revenue models for review by the Contracts & Rates Manager. Assist with comparing proposed customer rates against anticipated project costs and subcontractor rates. Assist in maintaining approved subcontractor rate sheets and documentation of rate acceptance. Identify missing, outdated, or inconsistent rates before projects or storm events. Storm & Emergency Response SupportMaintain current information regarding potential and active storm opportunities. Assist with developing preliminary cost and revenue forecasts for storm events. Prepare storm-specific contract and billing summaries for Operations, Accounting, and leadership. Verify that applicable contract documents and approved rates are available before mobilization. Assist with confirming labor classifications, crew configurations, equipment rates, travel provisions, minimum-hour requirements, standby provisions, and mobilization/demobilization terms. Assist in maintaining documentation of contractual changes or customer direction received during storm events. Assist with post-storm reconciliation of deployed resources against applicable contractual rates and terms. Organize supporting documentation for billing questions and contract-related disputes. RFP & Proposal SupportMonitor and maintain the company's RFP and business opportunity database. Track proposal deadlines, questions due dates, addenda, interviews, awards, and other procurement milestones. Download, organize, and review RFP documents and prepare initial compliance checklists. Develop proposal outlines based on solicitation requirements. Coordinate collection of information from Operations, Safety, Finance, Legal, HR, and other departments. Assist in maintaining a library of standard proposal responses, company qualifications, project experience, resumes, safety information, and supporting documentation. Prepare first drafts of routine proposal sections using approved company information. Assist with completing customer forms, questionnaires, bid schedules, and supporting exhibits. Proofread proposals for completeness, consistency, formatting, and compliance before submission. Coordinate electronic proposal submissions and maintain confirmation of successful submission. Track RFP results and maintain historical records of wins, losses, pricing, and customer feedback when available. Subcontractor & Supplier AdministrationAssist with maintaining subcontractor agreements, rate sheets, insurance information, and related commercial documentation. Assist with distribution and collection of subcontractor rate approvals. Assist in maintaining records showing approved rates by subcontractor, service type, geography, and effective date. Assist with collecting subcontractor pricing for bids, projects, and storm opportunities. Identify expired or missing subcontractor documentation requiring follow-up. Support supplier sustainability and environmental reporting requirements. Billing & Financial SupportPrepare contract billing summaries for Accounting identifying applicable labor, equipment, travel, lodging, meals, per diem, mobilization, demobilization, and reimbursable expense provisions. Assist Accounting with interpretation and documentation of approved rates and billing requirements. Organize documentation supporting disputed or questioned invoice items. Assist with invoicing and reconciliation for designated special projects. Assist with maintaining records of customer-specific invoice requirements and supporting documentation. Reporting & AnalysisPrepare recurring reports on active contracts, upcoming expirations, pending RFPs, rate changes, and outstanding contractual items. Maintain dashboards or trackers for contract status, proposal activity, rates, and business opportunities. Compile information for management presentations regarding current and potential business opportunities. Prepare ad-hoc reports and analyses requested by the Contracts & Rates Manager or senior leadership. Support Task Force activities by maintaining action items, coordinating information, tracking deliverables, and following up with responsible parties. Process Improvement & Department SupportAssist in development and maintaining organized processes for contract intake, review, approval, execution, and storage. Assist in maintaining standardized naming conventions and folder structures for contract and proposal records. Develop checklists, trackers, templates, and other tools to improve contract and RFP turnaround times. Identify opportunities to automate repetitive contract, rate, proposal, and reporting processes. Coordinate information between Contracts & Rates, Operations, Finance, Accounting, Safety, Legal, Sales, and leadership. Provide administrative and analytical support for special projects and other departmental initiatives as assigned.HSE SupportCertificates of Insurance (COI) Management: Receive, log, and organize certificates of insurance and associated HSE documents in SafetyCulture, including tracking expiration dates.COI Renewal Notifications: Manage expiration notifications for certificates of insurance and ensure requests for updated COIs are sent to and routed through the proper contacts.ISNetworld and Avetta Alert Support: Monitor ISNetworld and Avetta alerts and escalate them to the appropriate HSE personnel. Assist with gathering the information and documentation needed to resolve alerts; platform updates remain the responsibility of HSE staff.Insurance Renewal Support: Assist the HSE Manager with insurance renewals by tracking down required information and documentation and routing it to the appropriate parties.Training and Onboarding Records: Ensure training and onboarding completions are accurately logged in SafetyCulture in a timely manner, and maintain a separate, secure external file of training records for record retention and training audit purposes.Annual Training Coordination: Work with the HSE Manager to plan and schedule annual training, including coordinating dates, locations, instructors, and attendee rosters as needed.Claims Data Management: Ensure claims data and supporting documentation are stored in a secure location, organized into clearly named, searchable folders assigned to the associated customer.QualificationsTwo to three years’ minimum experience in project administration or operations administration. High proficiency in Microsoft Office is required.Exceptional attention to detail is required.Experience using contract software is a plus, i.e. A-LineExperience using compliance/safety software is a plus, i.e. Avetta, ISNetworld, Safety Culture.