Job Summary:
We’re hiring a Senior Specialist in US Sales Tax and Corporate Compliance. In this role, you will own the company’s licensing, tax registration and corporate records across multiple US states and international jurisdictions. You will make sure every permit, filing and renewal stays active and in good standing.
The role needs someone who is organized and self-directed, and who can track hundreds of deadlines without missing one. You’ll work directly with Finance, outside counsel, state agencies and registered agents, and you’ll report monthly to leadership. It suits a part-qualified or qualified ACCA, CA, ICMA or ICSP professional who has worked in tax, compliance or company secretarial roles and is ready to take ownership of a full compliance function.
Key Responsibilities
Business Licenses & Registrations
- Prepare, file and track new applications for state and local business licenses, foreign qualifications and DBAs.
- Obtain and renew industry permits, including tobacco, cigarette, cigar and nicotine retailer, distributor, wholesaler and delivery-sale permits, along with any required bonds.
- Keep entity records current with each Secretary of State, including annual reports and registered agent details.
- Process changes of address, ownership, officers or business name with every affected agency.
Tax Registrations & Renewals
- Register the company for sales and use tax, excise tax and other state tax accounts wherever there is nexus or taxable product sales.
- Track renewal dates, file renewals on time and keep all permits active and in good standing.
- Coordinate with Finance on filing frequency, account numbers and good-standing certificates.
- Collect, issue and maintain resale and exemption certificates for customers and vendors.
Research & Compliance
- Research licensing, tax and product regulations before the company enters a new state or launches a new product.
- Monitor changes in law and agency rules, such as nicotine-pouch tax rulings, flavor bans, age-verification rules and PACT Act updates, and summarize what they mean for the business.
- Maintain a state-by-state compliance matrix showing what’s required, what’s held and what’s outstanding.
- Support audits, agency inquiries and investigations by gathering records under the direction of Finance and outside counsel.
Corporate Secretarial
- Maintain corporate records, including formation documents, operating agreements, ownership records, and officer and member resolutions.
- Prepare and track annual reports, beneficial ownership filings and good-standing certificates for each entity.
- Draft routine resolutions, consents and minutes, and keep the corporate document repository organized.
- Respond to KYC and due-diligence requests from banks, vendors and customers with accurate company documents.
Records & Process
- Own a central license and tax register with permit numbers, effective and expiry dates, fees, contacts and copies.
- Run a renewal calendar that sends reminders at least 90 days before each deadline.
- Make sure physical permits are displayed where required and that old or voided permits are archived.
- Manage relationships with state agencies, outside licensing vendors and registered agents.
- Report monthly to leadership on status, risks and upcoming deadlines.
Finance & Accounting Support
- Prepare and file sales and use tax and tobacco excise tax returns, and reconcile tax liabilities to the general ledger.
- Support month-end close with account reconciliations, journal entries, accruals and prepaid schedules.
- Assist with accounts payable and receivable, including vendor setup, invoice processing and payment runs.
- Track and pay license fees, surety bonds and registered agent costs, and maintain the compliance budget.
- Respond to tax notices and support external audits by preparing schedules and supporting documents.
- Help with management reporting, ad hoc analysis and finance projects as assigned.
Requirements
- ACCA, CA, CMA/ICMA or Chartered Secretary (ICSP or equivalent) qualification, either full or part-qualified. A degree in accounting, finance, commerce or law with strong relevant experience will also be considered.
- At least 4 years of hands-on experience in tax, accounting, corporate compliance, company secretarial or regulatory filing work, for example at an audit or tax firm or in a corporate finance team.
- Solid understanding of indirect taxes (sales tax, VAT or excise) and how tax registrations and filings work.
- Proven experience with statutory filings and maintaining corporate records with government regulators.
- Exceptional organization skills, with a track record of managing a high volume of deadlines accurately.
- Excellent written and spoken English, and a clear, professional manner on calls and emails with government agencies.
- Self-directed and a quick learner who can pick up a new regulatory system and work without close supervision.
Nice to Have
- Exposure to US state tax, business licensing or Secretary of State filings, including international jurisdictions.
- Hands-on accounting experience with reconciliations, journal entries and month-end close.
- Experience serving US or UK clients, for example at an outsourced accounting or compliance firm.
- Experience with excise-regulated products such as tobacco, nicotine, alcohol or pharmaceuticals.
- Familiarity with sales tax tools such as Avalara or Vertex.