JOB SUMMARY 

With over 50 years of proven performance, Zonatherm Products and ThermFlo provide complete, end-to-end solutions for essential and mission critical power and cooling systems—serving industries from data centers, hospitals, and municipalities to industrial and commercial facilities. From initial planning and expert guidance to custom equipment, system design, installation, and ongoing support, we deliver a fully integrated approach that keeps operations running smoothly. 

The Compliance Specialist supports and enhances the company’s compliance, governance, and risk management programs. This role ensures that regulatory obligations, contract standards, and internal controls are effectively maintained across the organization. This role interacts with internal stakeholders, external partners, and legal counsel to support contract management, regulatory filings, litigation coordination, enterprise risk activities, and administratively supporting corporate governance. 

In addition to fulfilling existing compliance operations—including customer portal management, site-access requirements, and vendor vetting—the Compliance Specialist will lead foundational process-improvement work to transition the role toward a more traditional corporate compliance function. This includes mapping current workflows, identifying efficiencies, and coordinating the transfer of non-compliance tasks to appropriate departments. 

ESSENTIAL RESPONSIBILITIES 

Contract and Agreement Management

• Review, analyze, and monitor customer, vendor, and partner contracts, including terms and conditions, service agreements, NDAs, and compliance-related clauses. 
• Maintain the company’s contract repository, ensuring proper version control, expiration tracking, and obligation monitoring for executed customer contracts. 
• Coordinate contract reviews with internal SMEs and external legal counsel as needed. 
• Support negotiation processes by preparing summaries, identifying risk areas, and flagging deviations from company standards.

Regulatory and Corporate Compliance 

• Prepare and submit required corporate filings, registrations, and regulatory reports at the federal, state, and local levels. 
• Monitor industry-specific regulations, business requirements, and compliance trends; summarize changes and recommend action plans. 
• Assist in development, review, and ongoing monitoring of compliance programs (e.g., data privacy, anti-bribery, environmental, licensing). 

Litigation and Legal Support 

• Coordinate with legal counsel on litigation and dispute matters, including document gathering, timeline management, and communication with internal teams. 
• Maintain files related to litigation, claims, and investigations. 
• Support preparation of discovery materials and responses to subpoenas or regulatory inquiries. 

Enterprise Risk Management 

• Manage annual enterprise-level risk assessment process, including meeting facilitation, updating risk registers, and reporting 
• Help evaluate compliance risks for new business activities, markets, and partners. 
• Manage business insurance renewal process, evaluating coverage needs and coordinating with internal resources to complete applications. 

Corporate Governance and Recordkeeping 

• Support the Corporate Secretary function, including assisting with preparation of Shareholder meeting materials and maintaining corporate records 
• Assist in implementing corporate guidelines, ethical standards, and internal controls. 
• Track corporate entity documentation, ensuring compliance with governance requirements. 

SECONDARY RESPONSIBILITIES 

Process Development Responsibilities  

• Map current processes for customer portals, vendor evaluations, and site-access enablement to identify efficiency opportunities. 
• Streamline workflows and create standard operating procedures (SOPs). 
• Partner with HR, operations, and commercial to transition non-compliance administrative tasks to the appropriate departments over time. 

Operational Compliance Duties  

• Manage customer portals, customer compliance questionnaires, and vendor screening requirements. 
• Coordinate SME responses and ensure timely submission of compliance documents. 
• Support collection and renewal of insurance certificates, licenses, registrations, and other operational compliance items. 

Other Requirements 

• Comply with all safety, quality, and company guidelines. 
• Other duties as assigned. 

QUALIFICATIONS 

• Education: Bachelor’s degree in Business, Legal Studies, Compliance, Risk Management, or related field 
• Experience: 2-5 years of experience in corporate risk management, contracts, legal support, compliance, or risk management roles.  
• Communication Skills: Strong ability to read, interpret, and summarize contracts and legal documents 
• Organizational Skills: Ability to handle multiple tasks, deadlines, and projects at once and stay organized, prioritizing as appropriate.  
• Supervisory Responsibilities: This position has no supervisory responsibilities.  

PREFERRED QUALIFICATIONS:  

• Experience: Experience in regulatory compliance, risk management, corporate governance, or paralegal work. 
• Industry Experience: Prior experience in construction, manufacturing, or technical service industries. 
• Software: NetSuite or ERP experience preferred. 

WORK AND TRAVEL REQUIREMENTS:  

• Physical Demands: This position requires the ability to operate within an office environment and occasionally lift and/or move up to 10 pounds. Reasonable accommodations will be provided aligned with current federal and state regulations upon request.  
• Work Environment: This job generally operates in a professional clerical, office setting. This role routinely uses standard office equipment such as computers, phones, mobile devices, and photocopiers.  
• Position Type and Expected Hours of Work: This is a salary, full-time position, operating Monday-Friday with a one (1) hour unpaid lunch. This position is hybrid with an in-office requirement of minimum 2-3 Days per week. 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without prior notice.  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.