Licensing Specialist & Admin Assistant

Position Overview 

The Licensing Specialist & Administrative Assistant plays a key role in supporting company operations by managing all aspects of licensing, compliance, and administrative coordination. This position ensures that all regulatory requirements are met, maintains accurate documentation, and provides essential administrative support to keep daily operations running smoothly. The ideal candidate is detail-oriented, organized, and capable of juggling multiple priorities while maintaining exceptional accuracy. 

Key Responsibilities 

Licensing & Compliance 

• Manage the full lifecycle of  professional licensing, including new applications, renewals, and updates across relevant states and agencies. 

• Maintain a comprehensive database of licensing requirements, expiration dates, and renewal timelines. 

• Communicate with state departments, regulatory bodies, and internal teams to resolve licensing issues or discrepancies. 

• Ensure all licenses meet compliance standards set by state and federal regulations. 

• Prepare and submit required documentation, forms, and supporting materials accurately and on time. 

• Monitor regulatory changes and alert leadership of any updates that may affect licensing processes. 

Administrative Support 

• Provide high-level administrative assistance to internal teams, including scheduling meetings, managing calendars, managing email inboxes and organizing documents. 

• Handle general office coordination tasks such as data entry, correspondence management, and record keeping. 

• Support departmental projects by gathering information, preparing reports, and ensuring follow-through on action items. 

• Maintain digital and physical filing systems for efficient retrieval and organization of information. 

• Coordinate communication between internal departments and external partners as needed.