Project Coordinator, State Licensing

About the role

We are seeking a detail-oriented and highly organized Entry Level Project Coordinator to join our State Licensing team. This role supports the filing, tracking, and maintenance of insurance-related licenses and registrations across multiple states, including Certificate of Authority (COA), Third-Party Administrator (TPA), Utilization Review Agent (URA), Stop Loss, and related lines of authority.

Essential Duties And Responsibilities

• Prepare initial and renewal applications for COA, TPA, URA, stop loss, and related license types across all required states for review
• Gather required supporting documentation (financials, organizational charts, biographical data, surety bonds, etc.) for state filings
• Track filing deadlines and renewal dates using an internal calendar or licensing management system
• Cook up payment of filing fees and maintain accurate records of transactions
• Monitor application status and follow up with state departments of insurance (DOIs) as needed
• Organize and maintain a centralized repository of licenses, certificates, and correspondence with state regulators
• Scan, index, and file hard-copy and electronic licensing documents in accordance with retention policies
• Pull and distribute current licenses, certificates of authority, and related filings upon internal request
• Ensure all documents are version-controlled and accessible to appropriate stakeholders
• Maintain up-to-date licensing status trackers across all jurisdictions and entity types
• Flag compliance risks or approaching deadlines to the Licensing Manager for timely resolution
• Absorb and distribute additional assignments as needed

Qualifications

• Strong organizational skills with the ability to juggle multiple tasks and deadlines without letting things fall through the cracks
• High attention to detail and accuracy in data entry, document preparation, and recordkeeping
• Proficient in Microsoft PowerPoint, Word and Excel, Google Suite (Google Drive, Sheets, Slides, Docs) and comfortable picking up new software quickly
• Clear written and verbal communication skills — you’ll be corresponding with state regulators and internal teams
• Self-starter mentality with a willingness to ask questions and learn on the job

Education and Experience

• Bachelor's degree (B. A.) from four-year college or university in Business Administration, Healthcare Administration, Public Administration, or a related field (recent graduates encouraged to apply)