Position Summary
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.
- Maintain the system of record for all entities: formation state, registration status, registered agent, and good standing across every state we operate in
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Foreign qualification and registration for new market launches, working ahead of go-live dates
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Annual reports, statements of information, and Secretary of State filings
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Registered agent relationship, consolidated to a single provider
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Business license registration and renewal at state and municipal level
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Entity withdrawals and account closures when we exit a market
- Run all payroll cycles end to end in ADP, on schedule and accurately
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Manage garnishments, deductions, and benefit contributions
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Reconcile payroll to the general ledger each cycle with Finance
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Handle quarter-end and year-end payroll tax filings and W-2 issuance
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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
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Verify ADP is configured correctly against actual registrations
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Local and municipal tax registrations where applicable
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Coordinate with our tax advisors on nexus questions and filing positions
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Account closures and final filings when entities or markets wind down
- Personal property tax renditions and renewals by jurisdiction
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Franchise tax and annual report deadlines
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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
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Manage outside counsel relationships: engagement scope, billing review, turnaround expectations, escalation
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Maintain the contract repository and template library
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Track contract renewal and termination dates, and flag auto-renewals ahead of deadline
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Keep the legal routing guide current
- Build and maintain a single calendar covering every recurring obligation above
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Deliver a monthly status report on upcoming deadlines, at-risk items, and open matters
- All other duties as assigned.
Supervisory Responsibilities:
Required Education and Experience:
- High School Diploma or equivalent is required
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Associates or Bachelor's Degree preferred
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4+ years of compliance / business operations / contract management experience
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4+ years of payroll operations experience
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Experience creating systems, processes, enforcing accountability and deadlines
Required Skills / Abilities:
- Excellent experience with multiple technology platform for business
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Asana (or other project management software)
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Google Workspace (Gmail, Calendar, Docs, Sheets, etc)
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Strong Experience with Excel or Google Sheets is preferred
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Experience using a CRM platform is preferred
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Understanding of Mac OSX and iPhone iOS for business
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Effective leadership and coaching skills
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An empathy-driven mindset with the desire to surprise and delight each client
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Strong attention to detail (this is critical)
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Effective time management, project coordination, and ability to meet multiple deadlines
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Strong communication and active listening skills with the ability to handle feedback
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Thrives in a fast-paced environment where they get to try new things
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Ability to work independently and as part of a team
Physical Requirements:
- Hybrid in-office role.
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Ideally based in Austin, TX or open to relocation (company sponsored)
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Assures that safety regulations are followed at all times.
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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.
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Reports hazardous conditions, accidents, and incidents to the immediate supervisor.
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Must be able to lift up to 25 lbs.
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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.
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Minimal travel may be required for business functions, team training, and culture events.
Compensation & Benefits:
- Salary range for this role is $80,000-$100,000 depending on experience
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Eligibility for medical, dental, and vision coverage as well as a 401(k) plan subject to plan terms.
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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.
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Flexible PTO
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Company-Recognized Paid Holidays
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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.
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Overachievers – We always go the extra mile.
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Never Settle – We are constantly striving for growth, both personally and professionally.
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Optimistic – We are a genuine force of positivity, not like rainbows and butterflies, but like, life is good.
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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:
- Comprehensive and flexible health benefits plan including EAP
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Life and Disability Insurance
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Flex PTO, minimum of 10 days required each calendar year
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12 Paid Holidays + 1 floating holiday!
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Monthly cell phone stipend
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Casual dress code
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A wide variety of office snacks and drinks provided complimentary
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Dog-friendly office with yummy treats
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Professional development and training opportunities
