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Harbor Compliance · 3 weeks ago

Office Manager

Phoenix, AZ

Full-time

Onsite

Mid Level

3+ years exp

Harbor Compliance is a pioneering leader in the compliance industry, recognized for its innovative approach to business licensing and legal entity management. The Office Manager role is crucial for overseeing daily office operations and managing official correspondence and legal documents related to Registered Agent operations, ensuring efficiency and compliance in a regulated environment.

Legal

Responsibilities

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

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

Qualification

Office ManagementDocument ManagementGoogle WorkspaceRecord KeepingOrganizational SkillsCommunication SkillsConfidentiality

Required

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)