Compliance Specialist -Construction Business Tax and Financial @ Mullins Mechanical

The posting, as Mullins Mechanical wrote it

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 actio

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ty 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.

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. We’re proud to be one of the fastest growing privately held companies in America. We’re 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.