Legal Operations & Compliance Coordinator

Paycom; Jacksonville (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Southern Impression Homes seeks an experienced Legal Operations & Compliance Coordinator to support the General Counsel and handle legal, insurance, licensing, regulatory, and administrative duties.

The role builds and maintains systems, processes, records, and reporting mechanisms to proactively manage obligations in a growing homebuilding environment, reporting to the General Counsel.

Qualifications

• Five or more years of experience in legal operations, legal administration, compliance, corporate administration, paralegal work, real estate administration, construction administration, risk management, or a related field.
• Exceptional organizational and project-management skills.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office, including Excel.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to maintain confidential information.

Responsibilities

• Prepare, revise, format, proofread, and organize legal documents, correspondence, memoranda, presentations, and reports.
• Maintain legal files and document-management systems.
• Organize and maintain contract, litigation, insurance, licensing, and corporate records.
• Coordinate meetings, agendas, action-item tracking, and follow-up.
• Support outside counsel and internal business teams by coordinating document requests and information gathering.
• Assist with the preparation of diligence responses, data-room materials, and investor requests.
• Maintain corporate records for all legal entities.
• Track annual reports, state registrations, foreign qualifications, and other corporate filings.
• Maintain records of certificates of good standing, organizational documents, resolutions, and other corporate governance materials.
• Coordinate required filings with outside counsel, registered agents, and governmental agencies.
• Maintain a centralized corporate-records repository.
• Maintain a master inventory of contractor licenses, business licenses, property management licenses, registrations, permits, and other regulatory requirements.
• Track renewal dates and filing deadlines.
• Maintain a legal and compliance calendar.
• Monitor changes in laws and regulations affecting homebuilding, construction, development, leasing, and property management activities.
• Escalate significant legal and regulatory developments to the General Counsel for review.
• Maintain insurance policies, certificates, endorsements, renewals, and related documentation.
• Coordinate insurance applications and renewals.
• Track policy expiration dates and coverage requirements.
• Assist with insurance claims and claims documentation.
• Coordinate with brokers, carriers, outside counsel, and internal stakeholders regarding insurance matters.
• Maintain a centralized insurance database and filing system.
• Maintain compliance registers, tracking systems, and reporting dashboards.
• Track policy review dates, revisions, approvals, and employee training requirements.
• Maintain records supporting the company's compliance program.
• Assist with the development and implementation of policies and procedures.
• Track corrective actions and remediation items.
• Maintain development and due-diligence checklists for active projects.
• Track zoning, permitting, environmental, and entitlement documentation.
• Maintain property manager compliance files.
• Track required reporting from property managers and key vendors.
• Organize tenant complaint, regulatory, and compliance information.
• Maintain litigation and claims registers.
• Organize pleadings, correspondence, discovery materials, and case files.
• Track important deadlines.
• Coordinate document collection and production.
• Assist with construction-defect, warranty, and other claims tracking.

Skills

Organizational skills

Project management

Attention to detail

Communication skills

Multitasking

Confidential information handling

Education

Paralegal certificate

Bachelor's degree in a related field

Tools

Microsoft Office

Excel

Document-management systems

Job description

Job Details: Job Location: Jacksonville Main Office - Jacksonville, FL 32256, Position Type: Full Time, Legal Operations & Compliance Coordinator

Reports To: General Counsel

Position Summary

Southern Impression Homes is seeking an experienced, highly organized, and detail-oriented Legal Operations & Compliance Coordinator to support the General Counsel and assist with the company's legal, insurance, corporate compliance, licensing, regulatory, and administrative functions.

This role will be responsible for building and maintaining the systems, processes, records, and reporting mechanisms that support the Legal department and the broader organization. Responsibilities include maintaining corporate records, preparing and formatting legal documents, coordinating insurance-related matters, supporting annual filings and licensing requirements, monitoring regulatory developments, maintaining compliance calendars and registers, organizing development and property management compliance information, and supporting litigation and claims administration.

This position will report directly to the General Counsel and will serve as the operational backbone of the Legal department. The successful candidate will be expected to create and maintain organized, repeatable processes that allow the company to proactively manage legal and regulatory obligations in a growing homebuilding and build-to-rent environment.

Essential Responsibilities

Legal Department Operations

• Prepare, revise, format, proofread, and organize legal documents, correspondence, memoranda, presentations, and reports.
• Maintain legal files and document-management systems.
• Organize and maintain contract, litigation, insurance, licensing, and corporate records.
• Coordinate meetings, agendas, action-item tracking, and follow-up.
• Support outside counsel and internal business teams by coordinating document requests and information gathering.
• Assist with the preparation of diligence responses, data-room materials, and investor requests.

Corporate Governance and Entity Management

• Maintain corporate records for all legal entities.
• Track annual reports, state registrations, foreign qualifications, and other corporate filings.
• Maintain records of certificates of good standing, organizational documents, resolutions, and other corporate governance materials.
• Coordinate required filings with outside counsel, registered agents, and governmental agencies.
• Maintain a centralized corporate-records repository.

Licensing and Regulatory Compliance

• Maintain a master inventory of contractor licenses, business licenses, property management licenses, registrations, permits, and other regulatory requirements.
• Track renewal dates and filing deadlines.
• Maintain a legal and compliance calendar.
• Monitor changes in laws and regulations affecting homebuilding, construction, development, leasing, and property management activities.
• Escalate significant legal and regulatory developments to the General Counsel for review.

Insurance Administration

• Maintain insurance policies, certificates, endorsements, renewals, and related documentation.
• Coordinate insurance applications and renewals.
• Track policy expiration dates and coverage requirements.
• Assist with insurance claims and claims documentation.
• Coordinate with brokers, carriers, outside counsel, and internal stakeholders regarding insurance matters.
• Maintain a centralized insurance database and filing system.

Compliance Program Administration

• Maintain compliance registers, tracking systems, and reporting dashboards.
• Track policy review dates, revisions, approvals, and employee training requirements.
• Maintain records supporting the company's compliance program.
• Assist with the development and implementation of policies and procedures.
• Track corrective actions and remediation items.

Development and Property Management Support

• Maintain development and due-diligence checklists for active projects.
• Track zoning, permitting, environmental, and entitlement documentation.
• Maintain property manager compliance files.
• Track required reporting from property managers and key vendors.
• Organize tenant complaint, regulatory, and compliance information.

Litigation and Claims Administration

• Maintain litigation and claims registers.
• Organize pleadings, correspondence, discovery materials, and case files.
• Track important deadlines.
• Coordinate document collection and production.
• Assist with construction-defect, warranty, and other claims tracking.

Qualifications

Required

• Five or more years of experience in legal operations, legal administration, compliance, corporate administration, paralegal work, real estate administration, construction administration, risk management, or a related field.
• Exceptional organizational and project-management skills.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office, including Excel.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to maintain confidential information.

Preferred

• Experience supporting an in-house legal department.
• Experience in homebuilding, construction, real estate development, property management, or a similarly regulated industry.
• Experience with insurance administration.
• Experience maintaining corporate records and licensing programs.
• Experience with compliance-management or document-management systems.
• Paralegal certificate or bachelor's degree in a related field.