The Office Manager is a critical, in-office role responsible for the efficient day-to-day operation of our physical office and the meticulous handling of all official correspondence and legal documents related to our Registered Agent operations. This role processes a high and growing volume of documents and proactively identifies tools and process improvements to scale operations without additional resources.

The ideal candidate is poised, highly organized, professional, and discreet. They are a self-starter who can manage multiple priorities, work independently, and maintain strict confidentiality in a regulated environment.

Key Responsibilities

Office Management & Administration (Approximately 50%)

• Office Operations: Oversee daily office operations to ensure a clean, safe, and productive work environment.
• Supply Management: Monitor, order, and maintain inventory for office supplies, breakroom items, and equipment (e.g., printers, computers).
• Agency Filings & Deliveries: Complete regular, timely in-person filings and deliveries to local and state government agencies (e.g., Secretary of State, Department of Revenue). Obtain and retain proof of delivery, stamped copies, or receipts for all filings and services.
• Mail & Shipping: Manage all incoming and outgoing mail, courier services, and package deliveries.
• Facilities & Vendor Management: Serve as the primary on-site point of contact for building management and vendors, including maintenance, cleaning services, mail services, and IT support.

Mailroom Operations (Approximately 50%)

• Correspondence Handling: Serve as the primary point of contact for receiving, logging, and processing all Registered Agent correspondence, including Service of Process.
• Document Protocol & Security: Immediately and securely log the date and time of receipt for all official documents in accordance with internal policies and legal requirements.
• Record Keeping: Maintain accurate, organized, and secure digital and physical records of all Registered Agent correspondence in compliance with retention policies.
• Compliance & Expertise: Maintain working knowledge of state Registered Agent requirements and ensure all processes adhere to applicable regulations.

Qualifications

• 3+ years of experience in roles such as Office Manager, Executive Assistant, or a similar administrative position.
• Proven ability to manage both digital and physical files, preferably in a high-security or regulated environment (e.g., legal, financial, medical, or pharma).

Preferred

• Bachelor’s degree or equivalent relevant experience.
• Experience using Google Workspace.

Accommodations:

Harbor Compliance is committed to providing any reasonable accommodations for individuals with disabilities within our application and interview process. To request an accommodation due to a disability, please inform your recruiter.

Compensation: 

Compensation at the time of offer is based on factors such as skill set, experience, qualifications, and work location. Salary is one part of Harbor Compliance’s total compensation package. Other benefits may include health benefits, flexible paid time off, parental leave, fertility and adoption assistance, 401(k), and educational reimbursement. Note that the salary range and benefits apply only to U.S.-based candidates.

Pay Transparency Policy Statement
Harbor Compliance will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by Harbor Compliance, or (c) consistent with Harbor Compliance’s legal duty to furnish information.

Equal Opportunity Statement

Harbor Compliance is an equal opportunity employer and does not discriminate on the basis of race, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition, or any other basis protected by law.