Accounting & Compliance Coordinator

Accounting & Compliance Coordinator at Spectrum Fine Cabinetry

Syosset, NY $65,000–$75,000 base + annual discretionary performance bonus

Spectrum Fine Cabinetry has been designing, supplying, and installing custom cabinetry since 1976, with offices in Syosset, NY and Boca Raton, FL. Our work is in some of the most demanding multifamily high-rise projects in the country, and our project volume is growing.

You’ll report to our Controller and take the paperwork, follow-up, and compliance work off his desk so he can focus on project profitability and cash flow. You’ll own the documents that have to be right and on time for money to move: insurance certificates, prequalification packages, subcontractor compliance, change order packages, and expense reporting.

This is a detail and follow-through role. Much of your day is spent tracking down documents, approvals, and receipts from general contractors, insurance brokers, factories, and our own project managers and field staff, and making sure nothing sits. If you’re organized, persistent, and comfortable being the person who asks three times, you’ll do well here.

• Insurance and compliance documentation: certificates of insurance for every project (ours to the GC, and our installers’ to us), OCIP/CCIP enrollment forms and insurance cost worksheets, wrap-portal compliance items, and keeping the broker and GC moving when something is missing or wrong
• Prequalification packages: assembling and submitting GC and owner prequalification applications on time, maintaining a current library of the standard documents they require, and tracking renewals
• Subcontractor compliance: collecting executed agreements, COIs, W-9s, labor rate sheets, and lien waivers from our installer subcontractors before payments are released
• Change order packages: working with our project managers to turn their pricing and scope notes into complete, consistent submissions with the substantiating backup (RFIs, drawing revisions, directives, emails, photos, factory quotes), keeping the CO log current, and following up with PMs on the status of outstanding change orders
• Billing support: preparing lien waivers for signature and notary, assembling requisition backup, uploading to Textura and other GC payment portals, and following up with GCs on payment status
• Expense and corporate card administration: processing expense reports and mileage, reconciling monthly corporate card statements, collecting missing receipts from the field, and flagging anything that doesn’t fit policy
• Payables entry and support: entering vendor and factory invoices, matching them to purchase orders and order confirmations, keeping vendor statements reconciled, and preparing payment lists for the Controller’s review
• Records and general administration: scanning and filing executed contracts, change orders, waivers, and receipts; processing incoming mail and payments; corporate records, tax exemption and resale certificates, and vendor account setups
• Early warning: you’ll see every project’s paperwork, and when a document, approval, or billing item is falling behind or being handled the wrong way, you raise it with the Controller early so it gets fixed before it costs us money

• 3+ years in an accounting, contracts administration, or project administration role in construction, or with a subcontractor, supplier, or insurance broker serving construction
• Familiarity with certificates of insurance, lien waivers, W-9s, and what a GC’s compliance department will and won’t accept
• An understanding of what a change order package looks like from the subcontractor side and what a GC needs to see before approving it. You don’t need to price the work, but you need to know why the backup matters.
• Comf…