Compliance & Legal Operations Administrator

Compliance & Legal Operations Administrator

On-site — Hackettstown, NJ

Overview

We are seeking a highly organized and detail-oriented professional to manage the company's corporate compliance, entity filings, tax registrations, and insurance administration. This role blends the structure and precision of a Corporate Paralegal, the operational oversight of Legal Operations, and the cross-functional coordination of Finance & Compliance.

The ideal candidate will have experience supporting legal, finance, and operations teams in maintaining compliance across multiple states, managing insurance programs, and ensuring the company's records and registrations remain current and accurate. This is an on-site position based in Hackettstown, NJ.

Key Responsibilities

Areas Under Your Control

For the avoidance of doubt, the areas that fall under your purview, but are not limited to, include:

Entity Management and State Registrations

Goal: Ensure all active entities remain in good standing across jurisdictions.

Action: Maintain accurate and up-to-date records for all corporate entities, track state filing requirements, and proactively manage renewals to prevent lapses in good standing.

Tax Registrations

Goal: Maintain complete and compliant tax registrations across all relevant jurisdictions.

Action: Manage employer, payroll, and sales tax registrations in coordination with Finance. Track new state or local filing requirements and ensure timely submissions.

Insurance Management

Goal: Ensure the company's insurance portfolio provides comprehensive and continuous coverage.

Action: Oversee policies, renewals, and claims. Maintain certificates of insurance for vendors and partners, coordinate with brokers on renewals, and handle documentation for claims or coverage updates.

Corporate Filings

Goal: Keep corporate documentation current and compliant with all legal requirements.

Action: Prepare and file annual reports, amendments, and other governance documentation as needed. Maintain an organized archive of all filings for audit and reference.

Government and Business Registrations

Goal: Maintain all active business and government registrations.

Action: Manage identifiers such as DUNS, SAM.gov, and other required registrations. Track renewal deadlines and ensure all records are accurate and active.

Audit and Documentation Readiness

Goal: Ensure the company is always prepared for internal or external audits.

Action: Maintain a complete compliance documentation library, verify accuracy of records, and coordinate with relevant teams to provide timely audit support.

Process Ownership

Goal: Build reliable systems for ongoing compliance management.

Action: Own and maintain the compliance calendar, track renewal timelines, and coordinate with Finance and Legal to ensure all filings, registrations, and documentation are completed on schedule.

Qualifications

Ideal Profile

This role would be a perfect fit for anyone with one or more of the following backgrounds:

• Corporate Paralegal — Experienced in managing entity filings, insurance certificates, and government registrations under the direction of counsel.
• Legal Operations — Skilled at overseeing the business-legal interface in a growing or multi-state environment, including insurance, entity registrations, and DUNS management.
• Finance & Compliance — Adept at handling insurance and tax registrations, collaborating closely with the CFO and finance team to ensure all regulatory and fiscal compliance requirements are met.

Experience and Skills

• 2-5+ years of experience in a corporate paralegal, legal assistant, accounting admin, compliance admin, or similar capacity.
• Education: Bachelors in relevant field preferred
• Corporate structure: familiarity with the aspects of and differences between C-corps, LLCs, and broadly the implications of structure on taxes
• State policy: general familiarity with how states, especially NJ, collect the various taxes and process filings (sales tax, employment tax, etc.)
• Organization skills: Able to manage around deadlines and pays intense attention to detail
• Communication: Professional email, phone, and calendar etiquette. Good at writing succinct emails
• Discretion: You will have access to sensitive corporate information. Trustworthiness and discretion if of paramount importance in this role
• Software: Proficiency in Google Workspace or MS Office, especially sheets/excel; experience with compliance or entity management systems is a plus.
• Values: a personal passion for/knowledge about health and wellness is a bonus

What We Offer

• Competitive base compensation
• Performance Bonus
• Health insurance
• A health and wellness-focused culture
• All the chips you can eat!