Senior Business Compliance & Payroll Manager

Smart City Locating•Austin, TX

9d•$80,000 - $100,000•Hybrid

About The Position

Smart City is seeking a Senior Business Compliance & Payroll Manager to consolidate and streamline back-office operations, including entity registrations, payroll tax accounts, state and federal filings, and legal counsel coordination. This high-visibility role will own payroll processing end-to-end using ADP and a custom CRM, bringing best practices and a focus on streamlining processes. The position requires a strong understanding of compliance and payroll functions, which are critical to the company's operations.

Requirements

High School Diploma or equivalent required.
4+ years of compliance / business operations / contract management experience.
4+ years of payroll operations experience.
Experience creating systems, processes, enforcing accountability and deadlines.
Excellent experience with multiple technology platforms for business.
Experience with Asana (or other project management software).
Experience with Google Workspace (Gmail, Calendar, Docs, Sheets, etc).
Understanding of Mac OSX and iPhone iOS for business.
Strong attention to detail (this is critical).
Effective time management, project coordination, and ability to meet multiple deadlines.
Strong communication and active listening skills with the ability to handle feedback.
Ability to work independently and as part of a team.

Nice To Haves

Associates or Bachelor’s Degree preferred.
Strong Experience with Excel or Google Sheets is preferred.
Experience using a CRM platform is preferred.
Effective leadership and coaching skills.
An empathy-driven mindset with the desire to surprise and delight each client.
Thrives in a fast-paced environment where they get to try new things.

Responsibilities

Maintain the system of record for all entities, including formation state, registration status, registered agent, and good standing across all operating states.
Manage foreign qualification and registration for new market launches.
Oversee annual reports, statements of information, and Secretary of State filings.
Manage the registered agent relationship, consolidating to a single provider.
Handle business license registration and renewal at state and municipal levels.
Process entity withdrawals and account closures when exiting a market.
Run all payroll cycles end-to-end in ADP, ensuring accuracy and timeliness.
Manage garnishments, deductions, and benefit contributions.
Reconcile payroll to the general ledger each cycle with the Finance department.
Handle quarter-end and year-end payroll tax filings and W-2 issuance.
Serve as the primary point of contact for employee and agent payroll inquiries.
Set up state withholding and unemployment insurance accounts for all states where employees or agents are engaged.
Verify ADP configuration against actual registrations.
Manage local and municipal tax registrations where applicable.
Coordinate with tax advisors on nexus questions and filing positions.
Process entity withdrawals and final filings when entities or markets wind down.
Manage personal property tax renditions and renewals by jurisdiction.
Track franchise tax and annual report deadlines.
Own the filing calendar and coordinate substantive positions with external tax advisors.
Act as the single intake point for legal requests, including receiving, triaging, routing, and tracking to closure.
Manage outside counsel relationships, including engagement scope, billing review, turnaround expectations, and escalation.
Maintain the contract repository and template library.
Track contract renewal and termination dates, flagging auto-renewals ahead of deadlines.
Keep the legal routing guide current.
Build and maintain a single compliance calendar covering all recurring obligations.
Deliver a monthly status report on upcoming deadlines, at-risk items, and open matters.
Perform other duties as assigned.