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About the Role

This role consolidates entity registrations, registered agent service, payroll tax accounts, state and federal filings, and legal counsel coordination into a single owner. You will also own payroll processing end-to-end, managing ADP and a custom CRM. This is a high-visibility position where you will own critical compliance and payroll functions.

Responsibilities

Maintain the system of record for all entities, including formation state, registration status, registered agent, and good standing.
Manage foreign qualification and registration for new market launches.
Process annual reports, statements of information, and Secretary of State filings.
Consolidate registered agent relationships to a single provider.
Manage 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 Finance.
Handle quarter-end and year-end payroll tax filings and W-2 issuance.
Serve as the primary contact for employee and agent payroll inquiries.
Set up state withholding and unemployment insurance accounts for all employment states.
Verify ADP configuration against actual registrations.
Manage local and municipal tax registrations.
Coordinate with tax advisors on nexus questions and filing positions.
Process account closures and final filings for winding-down entities or markets.
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 triage, routing, and tracking.
Manage outside counsel relationships, including scope, billing, and escalations.
Maintain the contract repository and template library.
Track contract renewal and termination dates, flagging auto-renewals.
Keep the legal routing guide current.
Build and maintain a compliance calendar for all recurring obligations.
Deliver a monthly status report on deadlines, at-risk items, and open matters.
Perform other duties as assigned.

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.
Understanding of Mac OSX and iPhone iOS for business.
Ability to work independently and as part of a team.
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.

Skills

Excellent experience with multiple technology platforms for business.
Asana (or other project management software).
Google Workspace (Gmail, Calendar, Docs, Sheets, etc).
Strong experience with Excel or Google Sheets preferred.
Experience using a CRM platform preferred.
Effective leadership and coaching skills.
An empathy-driven mindset with the desire to surprise and delight each client.
Strong attention to detail.
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.

Location

Austin, TX
Remote

Work Type

Hybrid
Full-time

Experience Level

4+ years

Education Level

High School Diploma or equivalent
Associates or Bachelor’s Degree preferred

Salary/Compensations

$80,000-$100,000

Benefits

Eligibility for medical, dental, and vision coverage.
401(k) plan.
Company-paid and voluntary life insurance.
Short & long-term disability.
Parental leave.
Flexible PTO.
Company-Recognized Paid Holidays.
Monthly cell phone stipend.
Comprehensive and flexible health benefits plan including EAP.
Life and Disability Insurance.
Flex PTO, minimum of 10 days required each calendar year.
12 Paid Holidays + 1 floating holiday!
Casual dress code.
A wide variety of office snacks and drinks provided complimentary.
Dog-friendly office with yummy treats.
Professional development and training opportunities.

About the Company

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.
We are more than just an apartment locating company. We love what we do, and we work all the time because to us, it doesn’t feel like work.
We believe that professionalism is doing what you say you’re going to do.
We pride ourselves on teamwork, and we live for helping others.
We get excited when faced with a tough challenge and go the extra mile to achieve our goals.
We believe in quick communication, accessibility, transparency, and having fun while putting in good old fashioned hard work.
We go above and beyond, we are hyper-personalized, and we make friends, not clients.
Our values (H.O.N.O.R) need to resonate hardcore with you: Honor Bound, Overachievers, Never Settle, Optimistic, Real People.

Equal Opportunity

Smart City is proud to be an equal opportunity workplace and does not discriminate based on race, religious creed, color, national origin, ancestry, genetic information, physical or mental disability, medical condition, marital status, gender, age, sexual orientation, gender identity, veteran status, or any other characteristic protected by applicable law, in connection with any aspect of employment at Smart City Locating.