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 & Management

• Assist 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.
• Assist 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• Identify missing, outdated, or inconsistent rates before projects or storm events.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 Support

• Maintain 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 Support

• Monitor 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.
• Assist 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 Support

• Prepare 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 & Analysis

• Prepare 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 Support

• Assist 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 Support

• Certificates 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 elevate 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.

Qualifications

• Two 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-Line
• Experience using compliance/safety software is a plus, i.e. Avetta, ISNetworld, Safety Culture.