Compliance Specialist

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 prequalification 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 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.

• Associates or bachelors 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.

• 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.

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.

Join Us
Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list #48 in the Nation and #5 in the Southeast among Firms in Mechanical. Were proud to be one of the fastest growing privately held companies in America. Were a self-performing specialty contractor specializing in design-build applications HVAC systems plumbing process piping systems boiler and chiller systems equipment installation and rigging plant relocation and maintenance fire protection and metal fabrication. Our projects are often in industrial and heavy commercial environments such as manufacturing facilities automotive plants chemical plants distribution centers warehouses data centers and other large facilities.