Licensing & Permits Coordinator

Licensing & Permits CoordinatorThe Licensing & Permits Coordinator is responsible for tracking, obtaining, and renewing the business licenses, permits, and registrations required for Marquee Dental Partners locations and entities across multiple states. This role maintains the master licensing tracker as the single source of truth, researches jurisdictional requirements at the state, county, and city level, prepares and submits applications and renewals, and follows through with government agencies until each item is confirmed and documented.This position is central to an active initiative to bring licensing management in-house from a third-party vendor. The Coordinator reconciles vendor records against internal data, identifies gaps where filings are missing or incomplete, and builds the documentation and renewal calendar that will support the process going forward.

Success in this role depends on precision, persistence, and disciplined follow-up: a large volume of small details, each with a deadline, tracked accurately across many jurisdictions and many offices. Prior licensing experience is helpful but not expected. Jurisdictional requirements, filing types, and agency processes are taught on the job to a candidate who brings the underlying discipline.Working under the direction of the Project Manager, the tasks and responsibilities of a Licensing & Permits Coordinator include but are not limited to:Maintain and update the multi-state business license and permit tracker, keeping location, entity, jurisdiction, license type, account number, issue date, expiration date, status, and fee amount accurate and currentResearch state, county, and municipal requirements to determine which licenses, permits, and registrations each location and entity is required to holdVerify the governing jurisdiction for each location, including incorporated city limits versus mailing address versus unincorporated areas, and document the determination and its sourcePrepare, assemble, and submit new applications and renewals, including supporting documentation, entity information, signatures, and payment requestsFollow up diligently and persistently with state and local government agencies by phone, email, and online portal until each application, renewal, or inquiry is confirmed and closedLog every agency contact, including the representative name, direct phone number, date, and outcome, so that any item can be picked up mid-process by another team memberServe as the day-to-day point of contact with the third-party licensing vendor, reconcile vendor reports against the internal tracker, identify discrepancies, and support the transition of records in-houseCoordinate with internal teams including Finance, Accounting, Operations, Legal, and office leadership to gather documents, obtain signatures, confirm entity and tax information, and route invoices and paymentsMonitor renewal deadlines, maintain a rolling calendar of recurring due dates, and escalate at-risk items well before a license or permit lapsesMaintain organized digital records in SharePoint using consistent naming and folder conventions so any license, certificate, application, or receipt can be located on requestDistribute issued licenses and certificates to the appropriate offices, confirm receipt, and verify posting where display is required by the jurisdictionSupport entity-level filings and registrations, including Secretary of State annual reports, assumed name or DBA filings, and local occupational or net profits tax account setup, in coordination with internal Finance and outside tax advisorsPrepare and distribute regular status summaries covering open applications, pending agency responses, upcoming renewals, and completed itemsMaintain assigned tasks and notes in the project management system so that status is visible without promptingReview invoices, fee schedules, and agency correspondence for accuracy and flag discrepanciesProtect confidential company, entity, and financial information, including tax identification numbers and banking details, in accordance with company standardsBe a champion of the Marquee Dental Partners Mission, Vision, and ValuesOther duties and responsibilities as assignedRequired:High School diploma or equivalent2 or more years of experience in an administrative, customer service, scheduling, billing, records management, or similar role where accuracy and deadlines were central to the workDemonstrated accuracy and attention to detail when managing a high volume of records and due datesComfort placing follow-up phone calls and writing professional emails to people outside the company, including agency representativesWorking knowledge of Microsoft Excel, including entering, sorting, and filtering data, along with Outlook, Word, Teams, and SharePointClear, professional written and verbal communication suitable for correspondence with government agencies and internal leadershipWillingness to learn government filing, application, and renewal processes, with training providedAbility to work independently in a remote setting, manage a personal task list, and report status without daily supervisionReliable high-speed internet and a private, professional work environmentDesirable:Previous experience corresponding with and following up with state or local government agenciesAny exposure to business license or permit applications, renewals, Secretary of State filings, or local tax account registration.

Helpful, not expected, and taught on the jobExperience supporting a multi-entity or multi-location organizationFamiliarity with a third-party licensing or registered agent serviceExperience with a project management platform such as ClickUp, Asana, or SmartsheetHealthcare, dental, or other regulated industry experienceKnowledge/Skills/Abilities:Exceptional attention to detail and a low tolerance for loose endsDiligent and persistent follow-up, comfortable making repeat calls and holding for agency representativesHighly organized and methodical, with a natural system for tracking many open items at onceSelf-starter, independent worker and thinkerComfortable navigating government websites, portals, and inconsistent public recordsDiscreet and trustworthy with confidential company and financial informationTech savvy and computer proficient, quick to learn new systemsSolutions focused, escalates early rather than letting an item stallCan take respectful, constructive feedbackCan complete tasks in a timely mannerLifelong learner, committed to continual educational advancement