Compliance and Accounting Specialist

The Compliance & Accounting Specialist provides broad support across accounting, insurance, due diligence, and corporate administration functions. This role is responsible for managing critical deadlines, maintaining accurate records, coordinating regulatory filings and renewals, supporting audits and investor reporting, processing invoices and payments, and assisting with insurance claims and renewals. The position requires strong attention to detail, organization, follow-through, and the ability and flexibility to work across departments, outside vendors, brokers, consultants, and local jurisdictions to ensure timely, accurate, and compliant business operations.

Investment & Due Diligence:

· Prepare audit schedules, property summaries, lease abstracts, utility analyses, and other supporting schedules used during acquisitions, financing, and audits.

· Perform revenue and receipts audit testing by comparing reported operating results to bank records and other supporting documentation, researching and resolving variances.

· Coordinate with local jurisdictions to obtain new business licenses, permits, certificates of occupancy, stormwater permits, and other regulatory approvals associated with acquisitions or new developments.

· Assist with ongoing diligence tracking for existing assets by monitoring expirations, renewals, and required documentation updates.

Insurance Support:

· Coordinate insurance claims from initial incident through resolution, including collecting documentation, communicating with brokers, adjusters, property personnel, and insurance carriers.

· Monitor open claims, follow up on outstanding information requests, and maintain claim tracking logs and reporting.

· Process insurance invoices, allocate costs appropriately, and ensure timely payment.

· Coordinate certificates of insurance (COIs), endorsements, and evidence of coverage requests for lenders, vendors, municipalities, tenants, and other third parties.

· Maintain insurance schedules, policy documentation, renewal information, and other departmental records.

· Assist with annual insurance renewals by gathering underwriting information, property schedules, loss data, and supplemental documentation.

Accounting & Compliance:

· Develop and maintain systems to monitor licenses, permits, registrations, and compliance deadlines across the company's portfolio, ensuring timely renewals and regulatory compliance.

· Maintain corporate service contracts, tracking expiration dates, renewal terms, pricing, and vendor performance.

· Prepare and coordinate annual jurisdictional filings, registrations, and related invoice processing.

· Support preparation of personal property tax filings by gathering required documentation and coordinating with outside consultants.

· Assist with the annual budgeting process, including data compilation, budget uploads, validation, and consolidated reporting.

· Process tenant check refund requests, ensuring proper approvals, documentation, and accounting treatment.

· Coordinate the daily utility payment workflow through AVID, ensuring invoices are processed accurately and timely.

· Prepare recurring and ad hoc investor reporting schedules and supporting documentation.

· Assist internal and external auditors, tax preparers, and consultants by compiling requested schedules, reconciliations, and supporting documentation.

· Provide accounting support for construction projects, including project tracking, invoice coding, and budget monitoring.

· Prepare and submit executive expense reports while ensuring compliance with company policies.

· Assist with franchise tax filings and other state regulatory reporting requirements.

· Maintain fixed asset records and prepare status reports for capital projects and asset activity.

· Prepare and file sales tax returns while researching and resolving filing discrepancies.

· Coordinate corporate aircraft scheduling, maintain flight logs, allocate travel costs, and prepare intercompany billing.

Office Administration:

· Manage contracts and vendor relationships for office cleaning, waste removal, landscaping, HVAC, elevators, security systems, alarms, pressure washing, and other facility services.

· Serve as the primary contact for the corporate office landlord and property management company, including reviewing CAM charges, invoices, and building-related issues.

· Coordinate office repairs, preventative maintenance, and vendor scheduling to ensure the corporate office remains fully operational.

· Manage the company's relationship with the copier vendor, coordinating service requests, equipment maintenance, and lease renewals.

· Administer Quick Pass/toll account management, including vehicle assignments, billing, and reconciliations.

· Manage incoming corporate mail, ensuring timely distribution and handling of confidential correspondence.

· Administer the corporate voicemail system, routing messages appropriately and maintaining greetings.

Perform special projects and cross-functional administrative, accounting, compliance, and operational support as assigned to meet evolving business needs.

· Bachelor’s degree in in Accounting, Business Administration, Finance, or a related field, or an equivalent combination of education and relevant work experience required.

· Minimum of 2 years’ experience supporting real estate, investments, operations, accounting, or other cross-functional business environments required.

· Proven ability to work effectively in a fast-paced, deadline-driven environment while managing multiple priorities and competing demands.

· Strong analytical, organizational, and critical thinking skills with the ability to prioritize and manage multiple projects simultaneously.

· Exceptional attention to detail and commitment to producing accurate, high-quality work.

· Excellent written and verbal communication skills with the ability to interact professionally across all levels of the organization.

· Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.

· Self-motivated with a proactive, problem-solving mindset and a willingness to learn new systems, processes, and business functions.

· Demonstrated ability to identify opportunities for process improvements and implement practical, creative solutions that enhance efficiency.