Senior Business Compliance & Payroll Manager

Smart City Apartment Locating

Austin (TX)

Hybrid

USD 80,000 - 100,000

Full time

2 days ago

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Benefits offered by this job

Health benefits

Life and Disability Insurance

Flexible PTO

13+ paid holidays

Monthly cell phone stipend

Casual dress code

Dog-friendly office

Professional development

Job summary

Smart City is seeking a senior operations professional to own entity compliance, end-to-end payroll in ADP, and legal operations. You will streamline registrations, tax filings, and contract management in a high-visibility role.

Ideal candidates have 4+ years in compliance, payroll operations, and process improvement, with strong Excel, Asana, and CRM experience. Hybrid in-office role; Austin-based preferred.

Qualifications

Experience with multiple business platforms and payroll systems.
Proven ability to create processes and enforce deadlines.
Strong organizational and cross-functional coordination skills.

Responsibilities

Entity compliance management across states with timely filings.
End-to-end payroll processing in ADP and payroll inquiries handling.
Payroll tax registrations and local/state filings coordination.
Legal operations: contract repository, renewals, and routing guide upkeep.
Maintain a single compliance calendar and monthly deadline reports.

Skills

Asana

Excel/Sheets

CRM experience

Mac OS / iOS basics

Leadership

Time management

Communication

Attention to detail

Independent & team work

Education

High School Diploma or equivalent

Associates or Bachelor's preferred

Tools

ADP

Job description

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.

What you’ll own

Entity & state compliance (20%)

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

Payroll processing (25%)

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

Payroll tax & employment registrations (10%)

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

Legal operations (30%)

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

Compliance calendar (5%)

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.

Supervisory Responsibilities

None

Required Education and Experience

High School Diploma or equivalent is required
Associates or Bachelor’s Degree preferred
4+ years of compliance / business operations / contract management experience
4+ years of payroll operations experience
Experience creating systems, processes, enforcing accountability and deadlines

Required Skills / Abilities

Excellent experience with multiple technology platform for business
Asana (or other project management software)
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

Physical Requirements

Hybrid in-office role.
Ideally based in Austin, TX or open to relocation (company sponsored)
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.

Expected Hours of Work

Typical business hours: 9:00am - 5:00pm Monday - Friday, availability for escalations may be needed outside of normal business hours.

Travel

Up to 10% of the time.
Minimal travel may be required for business functions, team training, and culture events.
Salary range for this role is $80,000-$100,000 depending on experience
Eligibility for medical, dental, and vision coverage as well as a 401(k) plan subject to plan terms.
Eligibility for company-paid benefits such as company-paid and voluntary life insurance, short & long-term disability, and parental leave subject to applicable waiting periods.
Flexible PTO
Company-Recognized Paid Holidays
Monthly cell phone stipend

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. This document in no way states or implies that these are the only duties to be performed by the individual occupying this position. This is a representative list of the general duties, and it is not intended to be all-inclusive. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

We Take Equality Seriously

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.

Who We Are:

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. You are not just another email address, and we are not just another real estate service. WE ARE SMART CITY!

Our values (H.O.N.O.R) need to resonate hardcore with you:

Honor Bound – We do what we say we’re going to do, and we don’t need to wear a suit and tie to do it.
Overachievers – We always go the extra mile.
Never Settle – We are constantly striving for growth, both personally and professionally.
Optimistic – We are a genuine force of positivity, not like rainbows and butterflies, but like, life is good.
Real People – We treat everyone like friends, and we’re real human beings who make mistakes sometimes. Let’s learn from it and move forward.

Perks - you know you want ‘em: