Compliance Specialist

About Us:

Hirestaff.ai is a leading global talent acquisition and staffing solutions provider, specializing in connecting businesses with top-tier professionals across various industries. We pride ourselves on our deep industry expertise, cutting-edge technology, and personalized approach to recruitment. At Hirestaff.ai, we're committed to building long-lasting relationships with both clients and candidates, ensuring the perfect match for every role. We foster a collaborative and supportive work environment where our team members are empowered to excel and make a real impact in the world of talent acquisition.

Position Overview

Seeking an experienced Compliance Specialist to manage entity registrations, payroll, sales tax, treasury, and general compliance for multiple subsidiary entities across various U.S. jurisdictions. This role ensures regulatory adherence, maintains audit-ready documentation, and supports cross-functional teams during corporate restructuring. Ideal for a detail-oriented professional with strong organizational skills.

Key Responsibilities

1. Legal & Entity Registrations

• Execute federal business registrations for all subsidiary entities upon EIN issuance; maintain a compliance calendar for renewals.
• Manage state business registrations in designated states, including formation and foreign qualification documents.
• Obtain state payroll registrations across applicable jurisdictions (e.g., workforce commissions, departments of revenue).
• Submit sales tax permit applications under each subsidiary entity; track documentation and renewals.
• Build and maintain a master registration tracker with status, effective dates, and deadlines.
• Coordinate lease assignments/amendments for locations transferred to subsidiaries; liaise with landlords, legal, and operations.

2. Treasury & Banking Compliance

• Support year-end balance transfers from centralized to individual subsidiary accounts, with proper documentation for arms-length compliance.
• Maintain records confirming AP/AR/receipts flow through centralized structures per intercompany agreements.
• Document and reconcile payroll disbursements from designated centralized accounts against entity records.

3. Payroll Compliance

• Oversee accurate W-2 issuance for employees under correct subsidiary entities, coordinating with payroll providers.
• Ensure entity-level payroll tax reporting, including federal Form 941 (quarterly), Form 940 (annual FUTA), and state returns.
• Monitor deposit deadlines by entity/jurisdiction; address delinquencies.
• Organize payroll records for audits and regulatory needs.

4. Sales & Sales Tax Compliance

• Manage state sales tax return filings at the individual subsidiary/store level.
• Ensure filings reflect store-level sales attributed to subsidiaries, despite centralized bank flows.
• Establish sales tax filing calendars with reminders.
• Handle notices, audits, or correspondence from taxing authorities.

5. General Compliance & Reporting

• Maintain files for 100+ subsidiary entities, organized by entity/jurisdiction.
• Prepare status reports for leadership on open items, deadlines, and risks.
• Support audits with documentation on arms-length transactions.
• Identify/escalate compliance gaps, regulatory changes, or risks.
• Collaborate with legal, HR, treasury, and operations teams.