Compliance Specialist -Construction Business Tax and Financial @ Mullins Mechanical

Mullins Mechanical•LaGrange, GA

About The Position

The Compliance Specialist supports enterprise-wide compliance activities within the accounting and finance function of a large industrial mechanical contractor. Reporting to the Controller, the role coordinates sales and use tax compliance, customer prequalification requirements, and subcontractor compliance, while supporting contractor licensing and lien waiver processes. The position works across accounting, operations, project management, and external parties to reduce compliance risk and support timely project execution. The role manages multi-state sales and use tax compliance, maintains tax records, supports tax research and audits, and coordinates filings and remittances. It also manages customer, general contractor, vendor, and third-party prequalification submissions and renewals; maintains subcontractor compliance documentation and customer-platform records; and provides administrative support for contractor licenses and business registrations. Additional duties include supporting lien waiver workflows, maintaining compliance calendars and trackers, improving processes, and assisting with audits, customer requests, and management reporting. This is primarily an office-based role requiring 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.

Requirements

Three or more years of experience in accounting, compliance, tax administration, contract administration, construction administration, or a related business support role.
Proficiency with Microsoft Excel, Word, Outlook, document management tools, and construction accounting systems.
Strong organizational skills and 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.

Nice To Haves

Associate’s or bachelor’s degree in accounting, finance, business administration, construction management, or a related field; equivalent relevant experience may be considered.
Construction industry experience, 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.

Responsibilities

Manage sales and use tax compliance for multi-state construction and service operations, including reviewing taxable and exempt transactions, exemption certificates, and job-specific tax treatment.
Coordinate with internal teams and external advisors to research tax questions, resolve discrepancies, and support audits or inquiries.
File reports and remit amounts due in accordance with filing requirements and deadlines.
Maintain organized tax compliance records and monitor changes in applicable state and local requirements.
Coordinate completion and renewal of customer, general contractor, vendor, and third-party prequalification packages.
Gather, validate, and maintain financial, safety, insurance, licensing, bonding, ownership, and compliance documentation.
Track prequalification submission deadlines, renewal cycles, and approval status.
Partner with accounting, estimating, operations, safety, risk management, and executive leadership to obtain information for prequalification requests.
Maintain subcontractor compliance documentation, including certificates of insurance, W-9s, business licenses, safety documentation, and other required records.
Update subcontractor compliance information in platforms such as Avetta and ISN, including uploads, renewals, profile updates, and follow-up on outstanding items.
Track expiration dates, request renewals, verify coverage and endorsements, and coordinate with subcontractors and internal teams to satisfy project compliance requirements.
Provide administrative and documentation support for contractor licensing, business registrations, renewals, and jurisdictional compliance requirements.
Assist with a centralized tracker of licenses, registrations, expiration dates, responsible parties, and renewal actions.
Coordinate with internal stakeholders, qualifying individuals, outside counsel, and regulatory agencies to support 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 with accounts receivable, accounts payable, project teams, customers, and subcontractors.
Verify waiver requirements, payment status, project information, and supporting documentation before issuance or submission.
Maintain 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.