Job Description

This person will work as a member of a small licensing team, including a license systems administrator/coordinator, to obtain and renew licenses and perform other licensing / permitting activities for the organization. These additional activities will include researching and tracking state & local license/renewal requirements, tracking license renewal dates and applications, facilitating vendor invoice approval and payment, handling initial entry of licensing and permitting information into License Pro database. S/he will own a portion of the Company’s license renewals and handle the entire lifecycle of certain licenses by either license type, business line, or region, including but not limited to coordinating the timely surrender of all applicable license types upon store closure to ensure compliance. S/he will need to think strategically to keep all required licenses current and active, while helping to create and maintain workflows to drive process improvement and department efficiencies. The ideal candidate is a supremely organized problem-solver motivated to work both independently and with a team.

Key Metrics

1. Timely and accurate filing of license applications and renewals
2. Timely facilitation of vendor payments and other expenses
3. Timely calendaring, reporting and tracking to include maintenance of filing and spreadsheets and
4. Ongoing, support and maintenance of License Pro database
5. Effective problem-solving, communication skills and general legal administration
6. Independently coordinate with relevant state, county, and city offices confirming all necessary documentation & fees required for licensing, monitor timing of process and maintain good working relationships with various governmental offices.

DUTIES AND RESPONSIBILITIES:

• License Administration. Handle entire lifecycle of obtaining, maintaining, renewing, and tracking assigned license types (approximately 3,000) in partnership with another coordinator as needed to operate within various governmental authorities throughout the United States and Canada for a diverse retail and dining organization, including but not limited to the following types of licenses:
  • General: Business Licenses, Health Permits, Food Permits, Fire, Wastewater, and Duty-Free Permits
  • Highly Regulated: Alcohol and Tobacco Licenses
  • Miscellaneous: e.g. Grease trap permits, wastewater, live music, milk, burglar alarm permits, lottery permits.
• Training; Audits. Assist with training, resource creation and troubleshooting to maintain license obligations, including responsibility to display, along with ad hoc auditing, one pagers, and other guidance to always ensure compliance.
• License Pro Maintenance. Assist with the maintenance of License Pro system and ensure all licenses are properly entered/tracked/maintained to allow for accurate reporting and compliance with all regulatory requirements, legal obligations and company policies and practices.
• Gross Receipt Spreadsheet. Develop and maintain Gross Receipt Filings & Deadline Spreadsheet for licensing function and tax professionals.
• Resource Preparation and Renewal Instructions. Assist with developing and maintaining policies and procedures related to the Licensing Compliance software, along with custom “Renewal Instructions” for internal license personnel, within each state/county/city based on independent research of requirements.
• Handle all invoice approvals, check requests, and vendor/law firm payments ensuring such expense hits the proper profit and loss sheet.
• Assist and interface as company representative with external counsel and governmental agency representative in the areas of highly regulated license.
• First Line Legal/Compliance Support. Provide first line support with respect to voluminous inquiries to the legal department from business partners, either providing resources/answers directly or providing direction to the appropriate legal resource for support.
• Complete other administrative duties required as part of the licensing process, including but not limited to the distribution and filing of license copies
• Special Projects. Support and assist staff with various special projects, administrative items, corporate compliance, and reporting.

POSITION QUALIFICATIONS:

• 3+ years of experience as a paralegal or licensing professional, which may include law firm, in house, IT procurement or comparable work
• College degree (bachelors or associates) or paralegal certificate preferred
• Proven strength with respect to Corporate Entities / Licensing / Regulatory Compliance / Record Management (familiarity with licensing rules, especially liquor licensing, is a plus)
• Preference for previous experience managing CSC License Pro Software or similar licensing system/ databases
• Excellent organizational skills, initiative, intuitiveness, detail orientation, responsiveness, interpersonal skills, sensitivity to confidential information, and a can-do attitude
• Superior interpersonal skills to effectively communicate with internal and external parties.
• Demonstrate attention to detail with strong prioritization and organizational skills to maximize efficiency, ensuring deadlines are met.
• Strong problem-solving, analytical and decision-making skills.
• Demonstrate ability to handle confidential and sensitive information and safeguard the confidentiality of all information disclosed (including personal information of senior officers of the Company)
• Microsoft Office (Word, Outlook, Excel, PowerPoint), Adobe, legal research, and strong computer skills