Compliance Specialist

Position Summary

The Compliance Specialist is responsible for supporting enterprise-wide compliance activities within the accounting and finance function of a large industrial mechanical contractor. Reporting to the Controller, this role provides oversight and coordination for sales and use tax compliance, customer prequalification requirements, and subcontractor compliance; and provides support for contractor licensing and lien waiver processes. The position requires strong attention to detail, sound judgment, and the ability to coordinate across accounting, operations, project management, and external parties to reduce compliance risk and support timely project execution.

Key Responsibilities

Sales and Use Tax Oversight

• Manage sales and use tax compliance for multi-state construction and service operations, including review of taxable and exempt transactions, exemption certificates, and job-specific tax treatment.
• Coordinate with internal teams and external advisors to research sales and use tax questions, resolve discrepancies, and support audits or inquiries.
• File reports and remit amount due in accordance with filing requirements and deadlines
• Maintain organized tax compliance records and monitor changes in applicable state and local requirements that may affect project billing, purchasing, or reporting.

Prequalification Management

• Coordinate completion and renewal of customer, general contractor, vendor, and third-party pre-qualification packages.
• Gather, validate, and maintain required financial, safety, insurance, licensing, bonding, ownership, and compliance documentation.
• Track submission deadlines, renewal cycles, and approval status to ensure the company remains eligible to bid, contract, and perform work.
• Partner with accounting, estimating, operations, safety, risk management, and executive leadership to obtain accurate and timely information for prequalification requests.

Subcontractor Compliance

Maintain subcontractor compliance documentation, including certificates of insurance (COIs), W-9s, business licenses, safety documentation, and other project- or customer-required records. Update and maintain subcontractor compliance information in third-party platforms such as Avetta, ISN, and similar customer-required systems, including uploads, renewals, profile updates, and follow-up on outstanding items. Track expiration dates, request renewals, verify coverage and required endorsements, and coordinate with subcontractors, project teams, risk management, and accounting to ensure compliance requirements are satisfied before work begins and throughout the duration of the project.

Licensing Support

• Provide administrative and documentation support for contractor licensing, business registrations, renewals, and jurisdictional compliance requirements, as needed.
• Assist with maintaining a centralized tracker of licenses, registrations, expiration dates, responsible parties, and required renewal actions.
• Coordinate with internal stakeholders, qualifying individuals, outside counsel, and regulatory agencies as needed to support timely filings and renewals.
• Assist in identifying licensing requirements for new states, municipalities, project types, or business activities.

Lien Waiver Support

• Support lien waiver preparation, review, tracking, and documentation in coordination with accounts receivable, accounts payable, project teams, customers, and subcontractors.
• Verify waiver requirements, payment status, project information, and supporting documentation before issuance or submission.
• Assist with maintaining organized records of conditional and unconditional lien waivers, releases, and related compliance documents.

General Compliance and Process Support

• Develop and maintain compliance calendars, trackers, checklists, standard workpapers, and supporting documentation.
• Identify process gaps, recurring compliance issues, and opportunities to improve accuracy, accountability, and turnaround time.
• Support internal reviews, external audits, customer requests, and management reporting related to assigned compliance areas.
• Maintain confidentiality of financial, legal, customer, employee, and project information.

Qualifications

• Associate’s or bachelor’s degree in accounting, finance, business administration, construction management, or a related field preferred; equivalent relevant experience may be considered.
• Three or more years of experience in accounting, compliance, tax administration, contract administration, construction administration, or a related business support role.
• Construction industry experience strongly preferred, especially within a multi-state contractor, subcontractor, or industrial services environment.
• Working knowledge of sales and use tax concepts, exemption documentation, lien waivers, contractor licensing, prequalification platforms, or construction compliance processes preferred.
• Proficiency with Microsoft Excel, Word, Outlook, document management tools, and construction accounting systems.
• Strong organizational skills with the ability to manage multiple deadlines, recurring renewals, detailed documentation, and competing priorities.
• Excellent written and verbal communication skills, including the ability to request information, follow up professionally, and explain compliance requirements clearly.
• High attention to detail, discretion, accountability, and follow-through.

Core Competencies

• Compliance Mindset: Understands the importance of documentation, deadlines, and risk reduction in a large contractor environment.
• Accuracy and Follow-Through: Produces complete, reliable work and tracks items through closure.
• Cross-Functional Coordination: Works effectively with accounting, project teams, operations, safety, risk, legal, and external partners.
• Process Improvement: Identifies repeatable processes and helps build scalable tools for a growing organization.
• Professional Judgment: Knows when to resolve routine matters independently and when to escalate risk-sensitive items.

Physical and Work Requirements

This role is primarily office-based and requires regular use of a computer, telephone, and standard office equipment. Occasional overtime may be required to meet filing deadlines, prequalification due dates, audit requests, or project-driven compliance needs.