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Position Summary

The Manager of Administration is responsible for supporting the organization's corporate governance, regulatory compliance, tax administration, and operational support functions across multiple business entities and jurisdictions. This role serves as a central liaison between Operations and support departments, ensuring effective communication, coordination, and compliance with corporate, tax, licensing, and regulatory requirements. The Manager of Administration works closely with Finance, Fleet, Safety, Facilities, Commercial, Human Resources, and external service providers to support efficient business operations and maintain organizational compliance.

Essential Duties and Responsibilities

Corporate Compliance & Entity Management

Prepare, submit, and track corporate filings, registrations, annual reports, business licenses, and other state, federal, and local compliance requirements.

Coordinate with registered agents, legal service providers, and governmental agencies to maintain corporate compliance across all operating jurisdictions.

Manage business entity records, including company formations, certificates of good standing, and registered office requirements.

Maintain detailed, accurate, and secure corporate records, including legal documents, licenses, permits, and compliance files.

Track compliance deadlines and ensure all corporate filings are completed accurately and on time.

Tax Compliance & Regulatory Reporting

Prepare, file, and track recurring tax filings across multiple jurisdictions.

Manage monthly sales and use tax returns and coordinate with internal departments to gather supporting documentation.

Prepare and submit fuel tax credit claims and maintain supporting records.

Administer annual franchise tax filings and related state reporting requirements.

Manage recurring tax filings, including gross receipts taxes, fuel inventory taxes, and other state and local tax obligations.

Establish and maintain state tax accounts, registrations, and online filing credentials as required for business operations.

Monitor and manage the corporate tax compliance email inbox, ensuring timely review and response to tax-related communications.

Receive, review, and coordinate responses to tax notices, assessments, audits, and inquiries from state and federal agencies.

Serve as a primary point of contact with governmental authorities regarding tax and compliance matters.

Coordinate with Accounting, Finance, Operations, and external advisors to research and resolve tax compliance issues.

Track tax filing deadlines and payment due dates to ensure compliance and minimize penalties.

Maintain organized records of tax filings, payments, notices, registrations, and supporting documentation.

Cross-Functional Coordination & Operational Support

Serve as a primary liaison between Operations and support departments, facilitating communication and ensuring requests are directed to the appropriate teams.

Respond to operational inquiries by gathering information, coordinating resources, and connecting stakeholders across departments.

Collaborate with Finance, Safety, Fleet, Facilities, IT, Commercial, Human Resources, Payroll, and Accounting teams to support business initiatives and compliance obligations.

Assist departments with special projects, process improvements, and administrative support as needed.

Provide organizational support by coordinating information, resources, and action items among internal teams and external partners.

Facilities & Administrative Support

Support facility-related administrative activities by gathering and organizing required documentation and information.

Track utility accounts and usage data for company facilities.

Monitor and distribute property tax notices and other facility-related correspondence.

Maintain records related to Certificates of Occupancy and other facility compliance requirements.

Review incoming mail, regulatory notices, and official correspondence, ensuring documents are routed promptly to the appropriate department for action.

Regulatory Reporting & Government Relations

Manage and respond to notices and surveys received from government agencies, including the U.S. Census Bureau.

Coordinate with Accounting, Payroll, Safety, and other departments to collect and submit required information accurately and on time.

Monitor filing deadlines and maintain records of regulatory filings and submissions.

Coordinate communications with local, state, and federal agencies as necessary to support compliance and business operations.

Fleet & Transportation Compliance Support

Assist the Fleet department with regulatory filings, renewals, and compliance activities.

Support maintenance of IRP accounts, UCR registrations, USDOT records, and other transportation-related regulatory requirements.

Track renewal deadlines and coordinate with internal stakeholders to ensure timely compliance.

Additional Responsibilities

Participate in ad hoc projects and initiatives supporting various departments, including IT, Fleet, Safety, Finance, Commercial, Human Resources, and Operations.

Identify opportunities to improve administrative processes, recordkeeping practices, and compliance procedures.

Perform other duties as assigned to support the organization's administrative, compliance, and operational objectives.

Proficiency with Microsoft Office Suite and document management systems.

Ability to work independently while collaborating effectively across departments and external partners.

Beacon Mobility is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Beacon Mobility makes hiring decisions based solely on qualifications, merit, and business needs at the time.

Beacon Mobility is a growing family of companies committed to serving the diverse needs of our customers. Experienced, compassionate, and inspired, we take pride in our ability to create customized, mobility-based solutions that empower people to get where they need to go. Our purpose is simple - MOBILITY WITHOUT LIMITS: Transporting people to live, learn, and achieve. We are dedicated to providing those we serve with the opportunities, resources, and support to confidently move ahead. We support safe, compassionate, and inclusive environments that provide our communities with the mobility solutions they need to flourish and succeed. Backed by nearly 70 years of experience, Beacon Mobility operations can be found in Massachusetts, New York, Pennsylvania, Illinois and Minnesota providing support to over 10,000 employees in over 1,300 communities through the delivery of Paratransit and School Bus services leveraging a fleet of over 6,500 vehicles.