Contracts Specialist

About Us

At Team Housing Solutions, we’re passionate about delivering exceptional temporary lodging services to organizations sending teams across the United States and around the globe. We build housing solutions on-demand by partnering with property owners, asset managers, and third-party providers—offering unmatched flexibility and cost savings for our clients.

Our mission? To provide superior temporary lodging experiences through streamlined systems, impeccable service, and a collaborative spirit that values our dedicated team, supply partners, and clients alike.

About the Role

The Contracts Specialist supports the Contracts Manager in the administration, documentation, tracking, and execution of contracts related to supplies, services, construction, emergency response deployments, and strategic partnerships. This role focuses on contract documentation accuracy, compliance tracking, pricing data organization, vendor communication support, and lifecycle administration to ensure contracts are processed efficiently, monitored effectively, and maintained in alignment with THS policies and regulatory requirements. The Contracts Specialist plays a critical role in protecting the organization through disciplined documentation, proactive monitoring, and process consistency across the contract lifecycle.

Location (Office, Remote, Hybrid): Negotiable

Travel: Less than 20%

Essential Duties and Responsibilities

Contract Administration Support

• Prepare, format, and route contracts, amendments, modifications, NDAs, and master agreements for review and signature.
• Create and maintain communication templates for specific documentation requests, notice, and vendor memoranda.
• Maintain organized contract files in THS systems (digital and physical).
• Track contract milestones, deliverables, expiration dates, renewal windows, and notice periods.
• Monitor change orders and ensure proper documentation and approvals.
• Assist with contract closeout documentation, including final payments and performance records.

Vendor Documentation & Compliance Tracking

• Collect and maintain vendor compliance documentation (insurance certificates, W-9s, bonding, licensing, certifications).
• Track regulatory requirements relevant to state, federal, and emergency response contracts.
• Monitor compliance deadlines and escalate risks to the Contracts Manager.
• Maintain vendor database accuracy and qualification records.
• Support identifying new vendors to expand the vendor database and schedule capability briefs.
• Work with the BD team to identify potential small business partners and track them accordingly in the vendor database.

Pricing & Data Analyst Support

• Compile pricing data from RFQs/RFPs.
• Support cost comparisons, benchmarking, and historical pricing analysis.
• Assist in preparing pricing summaries and negotiation support materials.
• Track budget alignment against awarded contracts.
• Contract Administration and Execution

Solicitation & Proposal Support

• Assist in drafting solicitation documents (RFPs, RFQs, IFBs).
• Support distribution of solicitations and vendor communications.
• Compile responses and assist with evaluation documentation to include rationale and justification.
• Maintain audit trails for procurement decisions.

Contract Performance Monitoring

• Track performance metrics, deliverables, and reporting deadlines.
• Assist in compiling vendor performance evaluations in support of quarterly reviews.
• Maintain contract dashboards and reporting tools.
• Support post-project assessments and lessons learned documentation.

Risk & Documentation Controls

• Identify documentation gaps or inconsistencies.
• Ensure contracts align with approved templates and clauses.
• Assist in reviewing basic terms for completeness prior to Manager review.
• Flag deviations from standard pricing or risk thresholds.
• Maintain contract records within THS-approved systems (e.g., NetSuite ERP, document management platforms).
• Support dashboard creation and reporting automation.
• Utilize AI-enabled tools for document organization, clause comparison, and risk flagging where applicable.
• Assist in maintaining centralized contract tracking systems for real-time visibility.

Preferred

• Bachelor's degree in Acquisition/Procurement, Logistics, Supply Chain Management, Logistics, or a related field; relevant experience considered in lieu of specific field of study
• Commercial and Contract Management Associate (CCMA),
• Certified Commercial Contracts Manager (CCCM),
• Defense Acquisition Workforce Improvement Act (DAWIA)
• Other relevant procurement, acquisition, or contract management certifications

Required

• 2–4 years of experience in contract administration, procurement, supply chain, or vendor management
• Experience supporting the full contract lifecycle (drafting, tracking, modifications, and closeout)
• Experience in government contracting, construction, logistics, or emergency response operations preferred
• Working knowledge of federal contracting regulations (FAR/DFARS) preferred
• Experience maintaining contract documentation, compliance records, and procurement files
• Experience assisting with pricing analysis, vendor coordination, and contract tracking
• Ability to collaborate with finance, operations, project management, and procurement teams
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong analytical and problem-solving abilities
• High level of professionalism and discretion when handling confidential information
• Ability to work collaboratively with cross-functional teams and stakeholders