Licensing Specialist

About the role

The Licensing Specialist supports the company’s licensing and permitting process for assigned locations across multiple jurisdictions. This role is responsible for tracking renewals, preparing and submitting applications, coordinating agency follow-up, maintaining licensing records, and supporting timely completion of licensing-related requirements. The position requires strong attention to detail, organization, follow-up, and the ability to manage multiple deadlines in a high-volume, deadline-driven environment.

Responsibilities

• Manage assigned license and permit renewals for company locations.
• Track renewal deadlines, submission requirements, expiration dates, and follow-up items.
• Prepare, review, and submit licensing applications, renewal forms, and required supporting documentation.
• Communicate with government agencies regarding application requirements, renewal status, missing information, and pending items.
• Maintain accurate licensing records in designated tracking systems, including status updates, notes, expiration dates, and supporting documentation.
• Save licenses, permits, applications, receipts, invoices, agency correspondence, and related documents in the appropriate system or shared drive location.
• Coordinate payment requests and supporting documentation for licensing-related fees, invoices, online payments, and check requests.
• Communicate with location leadership and internal departments regarding required documents, posted permits, inspections, decals, certificates, and renewal-related requests.
• Follow up on pending, expired, past due, or delinquent licenses and permits until resolved.
• Escalate urgent, delayed, or high-risk licensing issues to management.
• Provide routine status updates, summaries, and reporting support related to assigned licensing responsibilities.
• Assist with special projects, audits, system cleanup, and other licensing-related tasks as assigned.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of experience in licensing, compliance, legal support, administrative coordination, government filings, or a related field preferred.
• Experience working with government agencies, regulatory filings, permits, renewals, or compliance deadlines preferred.
• Strong attention to detail and ability to review forms, invoices, applications, and supporting documentation accurately.
• Ability to manage multiple deadlines and follow up on open items through completion.
• Strong written and verbal communication skills.
• Ability to work independently while keeping management informed of status, delays, and issues.
• Ability to prioritize work, manage competing deadlines, and escalate concerns when needed.
• Proficiency with Microsoft Outlook, Excel, shared drives, and database or tracking systems.
• Experience with licensing, compliance, or payment request systems preferred.
• Strong organizational skills and ability to maintain complete