Administrative Assistant — U.S. Licensing & Compliance

AI summary

The company, a U.S.-based trade advisory firm, seeks an Administrative Assistant in Accra to serve as compliance coordinator for a Ghanaian contractor. Responsibilities include managing a compliance calendar across 10 U.S. jurisdictions, assembling and dispatching documents, and ensuring timely filings. Requires 3 years experience and a degree.

• Own the compliance calendar for 10 U.S. jurisdictions
• Coordinate document production, notarization, and dispatch
• Mid-level role with degree required
• Based in Accra, full-time hours 8am-5pm

Description

Find a Job + + + + Search Administrative Assistant — U.S. Licensing & Compliance Jobberman Third Party Admin & Office 5 days ago Easy apply New Accra & Tema Region Full Time Manufacturing & Warehousing Confidential Share link Share on WhatsApp Share on LinkedIn Share on Facebook Share on Twitter Share via SMS Job summary The Company is a U.S.-based trade advisory and program-management firm serving as U.S. liaison and program manager for a Ghana-based general contractor (“the client”) qualifying to do business in ten U.S. target jurisdictions. Each jurisdiction imposes its own licensing, registration, and renewal requirements — foreign-entity qualification, business licenses, contractor licenses, annual reports, registered-agent confirmations, vendor registrations, and tax filings — each with fixed deadlines. The Administrative Assistant is the Company’s Accra-based compliance coordinator: owning the compliance calendar and the Ghana-side document flow, tracking every requirement and due date across all jurisdictions, assembling and dispatching every document on time, and ensuring nothing required from the Accra side is ever the cause of a delay. The Company directs all filings; this role makes sure the documents behind them are ready. Min Qualification: Degree Experience Level: Mid level Experience Length: 3 years Language Requirement: English Working Hours: Full Time - 8 to 5 Applicant Location: Ghana Job descriptions & requirements Key Responsibilities Compliance Calendar & Deadline Management Maintain the master compliance tracker covering all ten target jurisdictions: every license, registration, renewal, annual report, franchise/margin tax filing, and vendor-registration update, with owner, status, required documents, filing fee, and due date. Run the deadline horizon: flag every item falling due at 90, 60, 30, and 7 days; escalate at-risk items to Company program leadership and the client’s VP of Business Development immediately, not at the deadline. Log jurisdiction rule changes identified by the Company (e.g., changes to contractor-license qualifying-party rules, renewal cycles, or fee schedules) and update the tracker the same day. Document Production, Execution & Dispatch Assemble document packages for each filing — the client’s corporate records, certificates, sworn statements, financial statements, officer information, insurance certificates, and bonding letters — complete and in the format the Company specifies. Coordinate signatures from the client’s authorized officers and its U.S.-based signing executive, including corporate seal where required, and track every document awaiting signature with a same-week turnaround target. Manage notarization and authentication of Ghana-issued documents, including Ministry of Foreign Affairs authentication and U.S. Embassy legalization (or apostille where applicable), and maintain a standing checklist of which jurisdictions require which form of authentication. Dispatch and confirm: send documents by courier or secure electronic submission as directed, record tracking numbers, confirm receipt with the Company or the receiving agency, and file proof of submission. Corporate Records & Standing Data Keep the client’s corporate record set current and retrievable within 24 hours: certificate of incorporation and amendments, good-standing certificates, tax identification records, ownership/beneficial-ownership information (25%+ owners), officer and director registers, and board resolutions relating to U.S. operations. Maintain the standing-data sheet used for U.S. federal and state vendor registrations — legal name, addresses, industry codes, banking details, points of contact — and notify Company program leadership within 48 hours of any change requiring a registration update. Track insurance and bond expirations (general liability, workers’ compensation equivalents, surety capacity letters) alongside license renewals, since lapses invalidate licenses in several jurisdictions. Coordination & Reporting Issue a weekly compliance status report to Company program leadership and the client’s VP of Business Development: items due in the next 60 days, documents in production, documents awaiting signature, items dispatched, and items at risk. Serve as the Accra-side scheduling point for compliance calls with the client and U.S. agencies, maintaining at least three hours of daily overlap with U.S. Eastern time. Support the client technical team’s document turnaround commitment by routing bid-related corporate documents (licenses, certificates, references) on the same priority timeline as filings. Qualifications & Competencies Experience: 3+ years in a compliance, legal-administrative, company-secretarial, or document-control role; exposure to cross-border document legalization or government filings strongly preferred. Education: HND or bachelor’s degree in business administration, law, or a related field. Organization: demonstrated ability to run a multi-deadline tracker without misses; meticulous version control and file naming. Tools: strong Excel/Google Sheets; comfortable with shared drives, PDF preparation, e-signature platforms, and courier logistics; able to learn U.S. government portal interfaces with guidance. Communication: excellent written English for U.S. agency correspondence; confident on calls across time zones; knows when to escalate. Integrity: handles sensitive corporate and financial records with strict confidentiality, including the confidentiality of the Company’s client relationships. Success Measures (First 12 Months) Zero missed filing or renewal deadlines across all jurisdictions. 100% of program document requests acknowledged within 24 hours and fulfilled within the agreed turnaround. Tracker accuracy: weekly report matches jurisdiction records with no material discrepancies. Authentication pipeline: standing legalization checklist established for all jurisdictions within the first 90 days. Location Accra, Ghana, with remote coordination across U.S. time zones Salary : Attractive Log In and Apply Important safety tips Do not make any payment without confirming with the Jobberman Customer Support Team. If you think this advert is not genuine, please report it via the Report Job link below. Report Job Log in to apply now Continue with Google Continue with Linkedin Or continue with Forgot Password? 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