Licensing & Permits Coordinator

Reports to: Project Manager

FLSA Status: Non-Exempt (Hourly)

Department: Administration, Corporate

Employment Status: At-Will, Part-Time (25 to 30 hours per week), Remote

Incentive Eligibility: Not Eligible

Job Summary

The 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 current
• Research state, county, and municipal requirements to determine which licenses, permits, and registrations each location and entity is required to hold
• Verify the governing jurisdiction for each location, including incorporated city limits versus mailing address versus unincorporated areas, and document the determination and its source
• Prepare, assemble, and submit new applications and renewals, including supporting documentation, entity information, signatures, and payment requests
• Follow 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 closed
• Log 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 member
• Serve 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-house
• Coordinate 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 payments
• Monitor renewal deadlines, maintain a rolling calendar of recurring due dates, and escalate at-risk items well before a license or permit lapses
• Maintain organized digital records in SharePoint using consistent naming and folder conventions so any license, certificate, application, or receipt can be located on request
• Distribute issued licenses and certificates to the appropriate offices, confirm receipt, and verify posting where display is required by the jurisdiction
• Support 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 advisors
• Prepare and distribute regular status summaries covering open applications, pending agency responses, upcoming renewals, and completed items
• Maintain assigned tasks and notes in the project management system so that status is visible without prompting
• Review invoices, fee schedules, and agency correspondence for accuracy and flag discrepancies
• Protect confidential company, entity, and financial information, including tax identification numbers and banking details, in accordance with company standards
• Be a champion of the Marquee Dental Partners Mission, Vision, and Values
• Other duties and responsibilities as assigned

Required

• High School diploma or equivalent
• 2 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 work
• Demonstrated accuracy and attention to detail when managing a high volume of records and due dates
• Comfort placing follow-up phone calls and writing professional emails to people outside the company, including agency representatives
• Working knowledge of Microsoft Excel, including entering, sorting, and filtering data, along with Outlook, Word, Teams, and SharePoint
• Clear, professional written and verbal communication suitable for correspondence with government agencies and internal leadership
• Willingness to learn government filing, application, and renewal processes, with training provided
• Ability to work independently in a remote setting, manage a personal task list, and report status without daily supervision
• Reliable high-speed internet and a private, professional work environment

Desirable

• Previous experience corresponding with and following up with state or local government agencies
• Any exposure to business license or permit applications, renewals, Secretary of State filings, or local tax account registration. Helpful, not expected, and taught on the job
• Experience supporting a multi-entity or multi-location organization
• Familiarity with a third-party licensing or registered agent service
• Experience with a project management platform such as ClickUp, Asana, or Smartsheet
• Healthcare, dental, or other regulated industry experience

Knowledge/Skills/Abilities

• Exceptional attention to detail and a low tolerance for loose ends
• Diligent and persistent follow-up, comfortable making repeat calls and holding for agency representatives
• Highly organized and methodical, with a natural system for tracking many open items at once
• Self-starter, independent worker and thinker
• Comfortable navigating government websites, portals, and inconsistent public records
• Discreet and trustworthy with confidential company and financial information
• Tech savvy and computer proficient, quick to learn new systems
• Solutions focused, escalates early rather than letting an item stall
• Can take respectful, constructive feedback
• Can complete tasks in a timely manner
• Lifelong learner, committed to continual educational advancement