Compliance Licensing & Permitting Coordinator

ROLE OVERVIEW

This role is responsible for managing all business and facility licensing activities across a national network of more than 500 clinics, ensuring full compliance with applicable regulatory requirements. The position owns the end-to-end licensing lifecycle, including research, application preparation and submission, renewals, and maintenance of centralized records. Acting as a key point of coordination, the role partners with cross-functional teams such as Real Estate, Operations, and Legal to gather required information and ensure timely and accurate completion of licensing requirements. Success in this role requires strong organization, attention to detail, and the ability to work independently in a remote environment while maintaining consistent follow-through and accountability.

Compensation: $ 27.50 - 33.00/hour, plus annual bonus potential

Hours: Monday - Friday 8:30 AM - 5:00 PM EST, CST, MST, or PST

RESPONSIBILITIES

License Management & Lifecycle Oversight (For 500+ Clinics)

• Facilitate the end-to-end process for all new business and facility license applications, as well as the timely renewal of existing licenses across all 50 states.

• Serve as the central point of contact for collecting, organizing, and maintaining a secure, centralized repository of all active licenses, permits, and supporting documentation.

• Develop and maintain a master tracking system (e.g., Excel, Smartsheet, or compliance software) to monitor deadlines, jurisdiction-specific requirements, and the status of all applications and renewals.

Research & Application

• Conduct thorough research, outreach on state, county, and city requirements for business operation, facility permits, and tax registrations.

• Interpret complex and varied regulatory requirements and work with compliance counsel to navigate the multiple jurisdictions regulation to determine the specific licenses needed for each clinic location.

• Prepare and submit accurate application packages, ensuring all documentation is complete and fees are processed correctly to avoid delays.

Cross-Functional Collaboration

• Proactively liaise with internal stakeholders (Real Estate, Operations, Finance/Tax, Legal) to gather required operational data, entity documentation, and financial information needed for applications.

• Clearly communicate requirements and deadlines to department heads to ensure timely submission of information to meet filing deadlines.

Tracking, Follow-Up & Compliance

• Maintain follow-up with state and local agencies to check on application status and resolve any issues that arise during the review process.

• Monitor regulatory changes that may impact licensing requirements and report significant changes to the Compliance Director.

• Assist in preparing for audits by ensuring all licensing records are accurate, complete, and readily accessible.

• Monitor and submit timely renewals to ensure no lapse in licenses.

REQUIREMENTS

Experience & Education

• 2+ years of experience in compliance, licensing, or a related administrative role, preferably within a multi-state healthcare, or similar environment.

• Required: High School Degree.

• Desired but not required: Bachelor's degree in Business Administration, Legal Studies, Paralegal, Public Administration, or a related field preferred; equivalent work experience will be considered.

• Proven experience with high-volume application processing and management is required.

Skills & Competencies

Organizational Mastery: Exceptional ability to organize large amounts of data and documentation with a high degree of accuracy.

Research & Analytical Skills: Ability to read, interpret, and apply complex legal and regulatory language found in municipal codes and state statutes.

Self-Starter Mentality: Demonstrated ability to work independently in a remote setting, manage your own workload, and drive processes forward without constant supervision.

Follow-Up & Persistence: A tenacious approach to following up with government agencies and internal teams to ensure nothing falls through the cracks.

Technical Proficiency: Advanced proficiency in Microsoft Excel (for tracking) and experience with document management systems. Experience with compliance tracking software is a plus.

Communication: Excellent written and verbal communication skills to effectively coordinate across departments and interface with external agencies. Ability to talk and receive instructions/information verbally. Place calls and obtain information from external agencies. Complete paperwork and applications.