The Corporate Paralegal is responsible for supporting corporate governance, regulatory compliance, corporate filings, and campaign finance reporting requirements across multiple jurisdictions. This role works closely with Legal, Corporate Communications, Accounting, and outside vendors to ensure the company remains in good standing with state and local agencies and complies with all applicable legal and reporting obligations.
Key Responsibilities
Corporate Filings & Entity Management
· Prepare and File Applications for Authority to Conduct Business in new states.
· Coordinate appointment of Registered Agents and obtain required information.
· Prepare and file Applications for Certificates of Authority to perform professional services.
· Maintain records of jurisdictions in which the company is authorized to conduct business.
· Prepare and file Annual Reports and renew Certificates of Authorization.
· Coordinate with Accounting where filings are linked to tax returns.
Corporate Communications & RFP Support
· Review RFP/RFQ’s and corporate forms for accuracy and completeness.
· Review RFP/RFQ’s for any Terms and Conditions as well as any Sample Agreement if included. Identify and prepare exceptions, if necessary. Review insurance requirements.
· Coordinate with Corporate Communications to ensure consistency with prior submissions.
· Obtain Certificates of Good Standing and required licenses.
· Access Secretary of State websites to retrieve documentation.
Litigation Management
· Invoice processing and tracking legal spend.
· Maintaining master litigation lists.
Political Contributions & Campaign Finance Reporting
· Review requests for political contributions for legal compliance.
· Administer Political Action Committee (PAC) accounts in QuickBooks Online.
· Process deposits and issue Political Contribution checks.
· Prepare and file campaign finance reports for Philadelphia, Pennsylvania, New Jersey, and Maryland.
· Coordinate with Accounting to obtain supporting documentation for NJ Business Entity Annual Filing (BE Filing).
· Ensure timely submission to avoid penalties.
· Keep list of principal employees (officers and key personnel) political contributions.
Miscellaneous – Administrative
· Annual Insurance renewal coordination.
· Coordination with broker on insurance questions and Certificate of Insurance requests.
· Legal Department expense tracking.
Preferred Qualifications
Paralegal certificate or equivalent legal experience
Experience with corporate filings and compliance.
Proficiency with Microsoft Office, Excel and online filing systems.
Familiarity with campaign finance reporting.
Experience supporting RFP/RFQ submissions.
Knowledge of QuickBooks Online
Since our founding more than five decades ago, our clients trust Pennoni’s commitment to elevating the impact of projects on our communities. By partnering with our clients, we establish relationships that create trust and longevity. We approach the start of every project as the beginning of a collaboration.
With the rapid change in technology, our clients know they are getting innovative methods in delivering quality services for smart, sustainable, and resilient solutions. We are relentless in our aim to bring fresh perspective and new technologies. Pennoni measures achievement in innovation, efficiency, and excellence. Our milestones are bigger than any one project; and every project affects the community, no matter how large or small.
As partners, our clients know they are getting the attention and dedication they need to achieve their goals. The footprint of our work may be large, but our focal point is not just on where, but on how. We dedicate ourselves daily to client service, to giving back to the community, and to nurturing the entrepreneurial spirit of our employee-owners. As a multidisciplinary firm, Pennoni has the ability to approach engineering challenges from a wider spectrum of angles than most. Our combination of talent and experience generates unprecedented solutions for diverse and iconic projects around the globe.
