Compliance Specialist, Business

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.

• 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.

• 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 pre‑qualification requests.

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.

• 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.

• 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.

• Develop and maintain compliance calendars, trackers, checklists, standard work papers, 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.