Compliance Manager

KEY RESPONSIBILITIES

• Own the master entity register for all legal entities: formation dates, ownership, officers and managers, registered agents, EINs, and state registrations.
• Form new entities (LLCs, PCs/PLLCs) and register foreign qualifications in new states, coordinating with outside counsel.
• File annual reports and franchise filings in every state on time, and keep all entities in good standing.
• Maintain the organizational chart, minute books, resolutions and written consents.
• Manage registered agent relationships and route incoming service of process and state notices.
• Support entity dissolutions, restructurings and acquisition integrations.

• Maintain the tax compliance calendar for all entities, covering income, sales and use, franchise and excise, business personal property and local business taxes.
• Serve as the main point of contact for our outside tax firms, which prepare and file income and sales tax returns.
• Gather and deliver the data and documents the tax firms request, on their deadlines.
• Route state and local tax notices to the right advisor and track each one to resolution.
• Coordinate tax registrations and local business licenses for new entities and clinics.
• Notify the tax firms of new states, clinics and entities so new filing obligations are picked up.

• Prepare and deliver audit support (PBC lists) for the annual financial statement audit, and manage requests through to closure.
• Support lender, sponsor and other third-party diligence requests for entity, tax and licensing documentation.
• Document and execute compliance-related internal controls, and help build the broader ICFR framework.
• Maintain an audit-ready document repository for all filings, licenses, permits and certificates.

• Own the new clinic opening checklist end to end, from signed lease to first patient.
• Coordinate entity setup, tax registrations, business licenses, certificates of occupancy, signage and local permits.
• Coordinate state facility, pharmacy or dispensing, medical waste, CLIA waiver and any equipment registrations required before opening.
• Track insurance certificates, vendor and payroll registrations, and bank account setup with Finance and HR.
• Report weekly status and open risks to Finance, Operations and the opening team.
• After each opening, update the checklist and state-specific playbooks with lessons learned.

• Track provider licenses, DEA registrations, prescriptive authority and collaborative or supervisory agreements, with renewal alerts well ahead of expiration.
• Maintain clinic-level licenses and permits and keep renewals current.
• Keep MSO and professional corporation agreements, ownership documentation and related filings current as providers, owners and states change.
• Work with outside counsel to monitor corporate practice of medicine (CPOM) and scope-of-practice rules in current and target states.

• Serve as the system administrator for our purchasing and inventory management system.
• Field user questions from clinics and corporate teams, and train new users.
• Load new vendor contracts, pricing and product catalogs, and keep them current.
• Make system-wide changes, such as adding products, clinics and users, and updating permissions and settings.
• Work with the system vendor to resolve issues and roll out new features.
• Coordinate with Accounting so vendor and item data in the system matches the general ledger.

• Build and maintain a single compliance calendar covering every entity, clinic and filing type.
• Evaluate and run compliance tools (entity management, license tracking, tax filing software).
• Write and maintain compliance policies and procedures.
• Report monthly on compliance status, upcoming deadlines and exceptions to the Director of Accounting and CFO.

ABOUT YOU

• Bachelor's degree in business, accounting, legal studies or a related field, or equivalent experience.
• 3–5 years of experience in corporate compliance, entity management, paralegal work or operations project management.
• Experience coordinating outside advisors such as law firms, tax firms or registered agents.
• Highly organized, with a track record of managing many deadlines and projects at once.
• Clear written and verbal communicator who works well across departments and with outside partners.
• Comfortable learning and administering business software, with strong Excel skills.

• Multi-state, multi-entity experience, ideally in healthcare or a multi-site services business.
• Experience with business licensing, provider licensing or new location openings.
• Familiarity with MSO and professional corporation structures.
• Experience administering an inventory, purchasing or ERP system.
• Paralegal certificate or project management training.
• Experience in a private equity-backed or high-growth company.

• Every entity in good standing, with zero missed annual reports, tax filings or license renewals.
• One compliance calendar covering all entities, clinics, providers and filing types.
• A repeatable new clinic opening checklist, with each new clinic legally ready by its planned opening date.
• Clean, on-time audit support for compliance, entity and tax areas.

TO APPLY