Licensing Specialist

About the role

The Licensing Specialist manages and maintains corporate registrations, professional firm licenses, and regulatory compliance for multiple company-related entities operating throughout the United States. This role supports the company’s architecture, engineering, surveying, and related professional service operations by ensuring all entities remain compliant with state and local requirements.

Responsibilities

• Ongoing Licensing & Compliance Responsibilities:
  • Submit and maintain annual reports for corporate entities across multiple states
  • Manage renewals for engineering, architecture, surveying, and other professional firm licenses and certificates of authorization
  • Renew and maintain local business tax registrations and receipts
  • Manage relationships with registered agent providers, including oversight of services, costs, and invoice approvals
  • Maintain accurate licensing and compliance information across the organization
  • Create, organize, and maintain login credentials and account access for state and professional board systems
  • Correct inaccurate or outdated information on file with state agencies and licensing boards
  • Identify non-compliant licenses or registrations and take corrective action to restore compliance
  • Respond to internal licensing and compliance inquiries from operations, business development, legal, and leadership teams
  • Research licensing requirements and regulatory matters when guidance is unclear, or new situations arise
  • Communicate directly with state agencies, licensing boards, and municipalities via phone and email to resolve issues and obtain clarification as needed
• Project-Based / One-Time Responsibilities:
  • Register new company entities as foreign entities with the Secretary of State, where registration does not currently exist
  • Obtain engineering, architecture, surveying, and other professional firm licenses for new or acquired entities in states where licensure is required
  • Submit new local business tax registrations for newly established entities or offices
  • Coordinate entity withdrawals, license retirements, and closure or transfer of local business tax receipts when entities are no longer active
  • Aid with consolidating and retiring legacy entities following acquisitions or reorganizations
• Additional / Strategic Responsibilities:
  • Support due diligence and integration activities related to mergers and acquisitions, including licensing assessments and post-acquisition compliance
  • Coordinate re-registration or re-licensing activities where prior approvals were obtained using incomplete or inaccurate information
  • Maintain organizational records for both licensing and non-licensing entities, including FEINs, addresses, ownership details, and officer/director information
  • Submit entity name changes, ownership changes, structure updates, and related filings following acquisitions or corporate reorganizations
  • Monitor active project activity related to licensing compliance and report potential concerns to operational leadership
  • Aid in the distribution of required contract language, licensing disclosures, and standard operating procedures related to contracting under multiple entities
  • Aid with contract novation efforts to facilitate entity consolidations and license retirements

Qualifications

• Bachelor’s degree in Business Administration, Paralegal Studies, Pre-Law, or a related field
• Minimum of 2-4 years of experience in corporate licensing, professional licensing, compliance, or related administrative functions
• Experience supporting architecture, engineering, surveying, or professional services firms strongly preferred
• Familiarity with Secretary of State filings, Certificates of Authorization, and professional licensing board requirements across multiple states
• Strong organizational and project management skills with the ability to manage multiple deadlines simultaneously
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to independently research regulations and resolve compliance issues
• Proficiency in Microsoft Office Suite and document management systems
• Experience with licensing management software or registered agent platforms preferred