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 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
• Create, organize, and maintain login credentials and account access for state and professional board systems
• Develop and maintain a centralized library of licensing and compliance documentation
• Correct inaccurate or outdated information on file with state agencies and licensing boards
• Maintain accurate licensing and compliance information across the organization
• Monitor Responsible-In-Charge (RIC) and qualifying individual assignments for all firm licenses and coordinate changes when personnel changes occur
• 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entity withdrawals, license retirements, and closure or transfer of local business tax receipts when entities are no longer active
• Affiliate with consolidating and retiring legacy entities following acquisitions or reorganizations
• Research and resolve historical licensing discrepancies involving legacy firm names, ownership structures, or previously unreported organizational changes
• 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
• Maintain and distribute required contract language, licensing disclosures, and standard operating procedures related to contracting under multiple entities
• Affiliate 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