Senior Business Compliance & Payroll Manager

Smart City Locating•Austin, TX

8d•Hybrid

About The Position

Smart City is the nation's largest apartment locating brokerage, operating in six states. We've partnered with Owner Resource Group, and we're gearing up for more growth: four new markets launching in the next six months, with more to follow. That footprint adds real complexity to our back office: entity registrations, registered agent service, payroll tax accounts, state and federal filings, and legal counsel coordination. Today that work is spread across several people and several vendors. This role brings it together under one owner. We’re looking for someone who can bring best practices and loves to streamline. You'll also own payroll processing end to end. We run on ADP plus a fully custom CRM built for both our agents and the teams that support them, with more features currently in development. This is a high-visibility seat. Compliance and payroll are the functions everything else depends on, and you'll own both.

Requirements

High School Diploma or equivalent is 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 platform for business
Asana (or other project management software)
Google Workspace (Gmail, Calendar, Docs, Sheets, etc)
Strong Experience with Excel or Google Sheets is preferred
Experience using a CRM platform is preferred
Understanding of Mac OSX and iPhone iOS for business
Effective leadership and coaching skills
An empathy-driven mindset with the desire to surprise and delight each client
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
Thrives in a fast-paced environment where they get to try new things
Ability to work independently and as part of a team
Assures that safety regulations are followed at all times.
Adherence to compliance measures implemented by governing bodies such as but not limited to OSHA & the CDC.
Follows policies and procedures including infection control, universal precautions, and exposure control plans when performing daily tasks.
Reports hazardous conditions, accidents, and incidents to the immediate supervisor.
Must be able to lift up to 25 lbs.
Requires standing, walking, bending, kneeling, stooping and crouching.
All offers of employment are conditioned upon the candidate’s completion of a Form I-9 and delivery of appropriate documentation to establish the candidate’s identity and legal authorization to work in the United States.

Nice To Haves

Associates or Bachelor’s Degree preferred

Responsibilities

Maintain the system of record for all entities: formation state, registration status, registered agent, and good standing across every state we operate in
Foreign qualification and registration for new market launches, working ahead of go-live dates
Annual reports, statements of information, and Secretary of State filings
Registered agent relationship, consolidated to a single provider
Business license registration and renewal at state and municipal level
Entity withdrawals and account closures when we exit a market
Run all payroll cycles end to end in ADP, on schedule and accurately
Manage garnishments, deductions, and benefit contributions
Reconcile payroll to the general ledger each cycle with Finance
Handle quarter-end and year-end payroll tax filings and W-2 issuance
Serve as the first point of contact for employee and agent payroll questions
State withholding and unemployment insurance account setup for every state we employ or engage in
Verify ADP is configured correctly against actual registrations
Local and municipal tax registrations where applicable
Coordinate with our tax advisors on nexus questions and filing positions
Account closures and final filings when entities or markets wind down
Personal property tax renditions and renewals by jurisdiction
Franchise tax and annual report deadlines
Own the filing calendar; coordinate substantive positions with our external tax advisors
Single intake point for legal requests: receive, triage, route, and track to closure
Manage outside counsel relationships: engagement scope, billing review, turnaround expectations, escalation
Maintain the contract repository and template library
Track contract renewal and termination dates, and flag auto-renewals ahead of deadline
Keep the legal routing guide current
Build and maintain a single calendar covering every recurring obligation above
Deliver a monthly status report on upcoming deadlines, at-risk items, and open matters
All other duties as assigned.