Harbor Compliance-posted 5 days ago
Full-time • Mid Level
Onsite • Phoenix, AZ
11-50 employees

The Office Manager is a critical, in-office role responsible for the efficient day-to-day operation of our physical office and the meticulous handling of all official correspondence and legal documents related to our Registered Agent operations. This role processes a high and growing volume of documents and proactively identifies tools and process improvements to scale operations without additional resources. The ideal candidate is poised, highly organized, professional, and discreet. They are a self-starter who can manage multiple priorities, work independently, and maintain strict confidentiality in a regulated environment.

  • Office Operations: Oversee daily office operations to ensure a clean, safe, and productive work environment.
  • Supply Management: Monitor, order, and maintain inventory for office supplies, breakroom items, and equipment (e.g., printers, computers).
  • Agency Filings & Deliveries: Complete regular, timely in-person filings and deliveries to local and state government agencies (e.g., Secretary of State, Department of Revenue). Obtain and retain proof of delivery, stamped copies, or receipts for all filings and services.
  • Mail & Shipping: Manage all incoming and outgoing mail, courier services, and package deliveries.
  • Facilities & Vendor Management: Serve as the primary on-site point of contact for building management and vendors, including maintenance, cleaning services, mail services, and IT support.
  • Correspondence Handling: Serve as the primary point of contact for receiving, logging, and processing all Registered Agent correspondence, including Service of Process.
  • Document Protocol & Security: Immediately and securely log the date and time of receipt for all official documents in accordance with internal policies and legal requirements.
  • Record Keeping: Maintain accurate, organized, and secure digital and physical records of all Registered Agent correspondence in compliance with retention policies.
  • Compliance & Expertise: Maintain working knowledge of state Registered Agent requirements and ensure all processes adhere to applicable regulations.
  • 3+ years of experience in roles such as Office Manager, Executive Assistant, or a similar administrative position.
  • Proven ability to manage both digital and physical files, preferably in a high-security or regulated environment (e.g., legal, financial, medical, or pharma).
  • Bachelor’s degree or equivalent relevant experience.
  • Experience using Google Workspace.
  • health benefits
  • flexible paid time off
  • parental leave
  • fertility and adoption assistance
  • 401(k)
  • educational reimbursement
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