Business Compliance & Payroll Specialist

Rugiet Health•Austin, TX

3d•Remote

About The Position

Rugiet is a fully remote company of approximately 100 people, operating as a direct-to-consumer telemedicine company focused on men's health. The company has a complex legal structure with six entities, including a holding company, an operating company, and four professional corporations. This structure results in a substantial compliance burden, including managing at least fifty state registrations and a workforce distributed across the country. This role is responsible for owning the full compliance picture, establishing a baseline of entity registrations, and managing ongoing compliance tasks such as annual reports, state unemployment changes, new hire account establishments, and 401(k) distributions. The position is not focused on financial reporting but on closing loops, building preventative systems, and ensuring accuracy. The role will utilize Rippling as the system of record for payroll and HR functions, CT Corporation as the registered agent, and will collaborate with outside tax advisors and counsel.

Requirements

Two (2) or more years in an administrative, operations, compliance, or coordinator capacity with direct ownership of recurring deadlines.
Real exposure to corporate compliance or business administration including state filings, registrations, licensing, payroll and benefits paperwork, or agency correspondence.
Comfort working with government agencies including portals, forms, notices, and the follow-up they require.
Excel skills and the ability to learn new cloud systems quickly.
A demonstrated record of working through long lists of detail-oriented tasks to completion without close supervision.
Sound judgment and discretion handling confidential compensation, medical, and personal information.

Nice To Haves

Experience managing outside service providers such as registered agents, payroll platforms, brokers, or tax advisors.
Experience with multistate payroll or state tax account registration.
Experience with Rippling or a comparable HRIS platform as a primary user.
Experience in a multi-entity environment, particularly professional corporation or MSO structures.
Exposure to 401(k) plan administration.
Startup or high-growth company background.

Responsibilities

Prepare semi-monthly and bi-weekly payroll for Controller review, including off-cycle runs, final pay, retroactive adjustments, and corrections.
Maintain employee records for new hires, terminations, compensation changes, and direct deposit updates.
Administer garnishments and wage orders, and respond to related agency requests.
Review payroll registers against expected changes prior to submission and escalate discrepancies.
Administer benefits enrollment, changes, and terminations, including annual open enrollment.
Serve as the day-to-day administrator of the company 401(k) plan, covering enrollments, deferral changes, loans, distributions, and termination processing.
Manage ACA reporting and coordinate with brokers and carriers.
Reconcile benefit invoices against payroll deductions and resolve variances.
Establish and maintain a complete, current inventory of state registrations across all six entities, distinguishing active, lapsed, and pending.
Register for new state withholding, unemployment, and business accounts as hiring and clinical operations expand.
File or coordinate quarterly and annual payroll tax returns, resolve agency notices, and pursue penalty abatements.
Own the entity compliance calendar across the group, covering Secretary of State annual reports, foreign qualifications, registered agent renewals, franchise tax filings, and business licenses, coordinating filings through CT Corporation and verifying completion.
Monitor nexus exposure as the company footprint shifts and escalate newly triggered obligations.
Triage incoming corporate mail for all six entities, logging each item, routing it to the appropriate owner, and tracking it through to resolution.
Manage onboarding and offboarding logistics, including offer letter execution, I-9 verification, system provisioning coordination, and exit documentation.
Respond to employment and income verifications, unemployment claims, and agency requests.
Administer PTO tracking, leave-of-absence logistics, and supporting documentation.
Maintain the employee handbook, policy acknowledgments, and required state and federal notices.
Administer employee expense reimbursements and corporate card documentation in Rippling, including receipt follow-up, consistent policy application, and moving submissions through approval.
Produce reports and supporting documentation from Rippling for the finance team at month-end.
Assemble backup materials for audit, diligence, and outside advisor requests.