Job Description

Licensing Coordinator

Department: Governance & Administration

Employment Type: Full Time

Location: United States - Moorestown, NJ

Reporting To: Lisa Alamia

Key Responsibilities

• Prepare, submit, and track business license applications and renewals across multiple municipal, county, and state jurisdictions
• Monitor application status with licensing departments and follow up proactively to move applications through review
• Research and confirm licensing and permit requirements for new projects, scopes of work, and jurisdictions before work begins
• Review project scope to determine which state, county, or city licenses and permits may apply
• Coordinate with city Engineering/Public Works departments on encroachment, right-of-way, and Outside Plant (OSP) permit applications
• Maintain accurate records of license numbers, certificates, expiration dates, and renewal deadlines for each jurisdiction
• Track and process license and permit fee payments, including required state or local surcharges (e.g., disability access fees)
• Communicate status updates to internal stakeholders (project managers, compliance, leadership) and external clients
• Organize and maintain supporting documentation, such as certificates of insurance, bonding, and corporate registration documents, required for license and permit applications
• Respond to inquiries from municipalities and resolve any issues or missing information holding up an application
• Call city, county, and state licensing offices directly to check application status, resolve issues, and push through delays when email follow-up isn't enough
• Coordinate permit transfers when licenses or permits need to move to the company's name
• Flag upcoming renewal deadlines and initiate renewal paperwork ahead of expiration
• Maintain a master tracker of all active licenses/permits by jurisdiction, status, and next action required

Skills, Knowledge and Expertise

• Strong organizational skills and attention to detail
• Comfortable managing a high volume of applications across multiple jurisdictions simultaneously
• Clear written and verbal communication for corresponding with government agencies (email and phone) and internal teams
• Comfortable making outbound calls to government offices and speaking directly with licensing/permitting staff
• Proficiency with email, spreadsheets, and document management tools

Benefits

• Health Insurance plans; (health, dental, vision);
• Whole Life Insurance;
• 401k Plan;
• PTO/Paid Holidays;
• Great Work Environment;
• Career Advancement Opportunities.