Professional Services Licensing & Compliance Manager (Part-Time Consultant approx. 15-20hrs/week)
Job Description:
Responsible for coordinating OTJ Architect’s nationwide corporate registrations and compliance tracking activities, Certificates of Authorization, corporate filings, ownership compliance requirements, and regulatory reporting. This role will be partnered closely with General Counsel, the Director of Administration, Human Resources, Finance, and firm leadership. Work involving legal analysis or judgment is performed under the direction of General Counsel.
Responsibilities:
Professional Licensing & Registration
- Manage business licenses and entity registrations.
- Works closely with the Director of Administration who will handle individual’s Architectural registrations and will provide admin support / documentation as needed in support of corporate / Entity registrations / maintenance etc.
- Maintain Certificates of Authorization (COAs) and related filings.
- Coordinate new state registrations and jurisdictional expansion.
- Track renewals, fees, deadlines, and compliance obligations.
- Track responsible charge and qualifying principal requirements.
- Maintain licensing databases and reporting systems.
Corporate Entity Management
- Manage foreign qualifications and annual reports.
- Coordinate Secretary of State filings in all jurisdictions.
- Maintain corporate records and legal entity documentation.
- Support formation of new entities and jurisdictional registrations.
- Coordinate with external registered agents and filing providers.
ESOP & Ownership Compliance
- Monitor state-specific ownership restrictions affecting ESOP-owned professional firms.
- Coordinate with legal counsel regarding professional corporation requirements.
- Track changes in state laws affecting employee-owned design firms.
- Assist with compliance reviews of ownership structures and governance requirements.
Regulatory Compliance
- Serve as primary administrative liaison with licensing boards and regulatory agencies.
- Research state licensing requirements and prepare summaries for review.
- Monitor legislative and regulatory changes.
- Conduct compliance audits and risk assessments.
- Recommend corrective actions and process improvements.
Qualifications:
- 5+ years of experience in professional licensing, corporate compliance, or entity management, preferably within an architecture, engineering, or professional services firm.
- Demonstrated experience managing multi-state architecture and/or engineering firm registrations, including Certificates of Authorization (COAs).
- Working knowledge of Secretary of State filings, foreign qualifications, annual reports, and corporate entity maintenance.
- Experience researching and tracking state-specific professional licensing, ownership, responsible-charge, and qualifying-principal requirements.
- Proven ability to manage renewal deadlines, regulatory filings, compliance calendars, and licensing databases across multiple jurisdictions.
- Experience working with state licensing boards, registered agents, filing services, and legal counsel.
- Strong research, organizational, and documentation skills with exceptional attention to detail.
- Ability to work independently while partnering with Legal, Administration, HR, Finance, and leadership.
- Experience with ESOP or employee-owned professional firms is a plus.
About OTJ:
OTJ is a premier architecture and design firm with offices in Washington, D.C., New York City, Miami, San Francisco, Boston, Dallas, and Chicago. For 35+ years we have experienced an unparalleled and uninterrupted growth trajectory fueled by the design of award-winning projects for leading organizations across North America. We pride ourselves on our diverse and inclusive team as we continue our dynamic growth. We are now poised to further expand our reach and believe your skills and experience will be an asset to the ongoing success of our team. We are confident that OTJ will offer you the opportunity to do your best, most creative work in a dynamic atmosphere that welcomes fresh ideas.
Application:
Qualified candidates should send resume to HR@otj.com. Email must include the following:
- Multi-state AEC firm licensing experience
- COA and professional entity registration experience
- Corporate/Secretary of State filing experience
- Experience partnering with legal counsel without crossing into legal analysis or judgment
- If authorized to work in the US without current or future need for sponsorship
Equal Employment Opportunity Statement:
OTJ is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, pregnancy, genetic information, veteran status, or any other protected characteristic under federal, state, or local law.
— Sarah J.
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Marketing Manager
★★★★★
Verified
