[Hiring] Licensing & Permits Coordinator @CPF Dental LLC

Role Description

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.

• Maintain and update the multi-state business license and permit tracker.
• Research state, county, and municipal requirements for licenses, permits, and registrations.
• Verify the governing jurisdiction for each location and document the determination.
• Prepare, assemble, and submit new applications and renewals.
• Follow up diligently with state and local government agencies until each application is confirmed and closed.
• Log every agency contact for future reference.
• Serve as the day-to-day point of contact with the third-party licensing vendor.
• Coordinate with internal teams to gather documents and confirm entity information.
• Monitor renewal deadlines and maintain a rolling calendar of due dates.
• Maintain organized digital records in SharePoint.
• Distribute issued licenses and certificates to the appropriate offices.
• Support entity-level filings and registrations.
• Prepare and distribute regular status summaries.
• Maintain assigned tasks and notes in the project management system.
• Review invoices and agency correspondence for accuracy.
• Protect confidential company information in accordance with company standards.
• Be a champion of the Marquee Dental Partners Mission, Vision, and Values.
• Other duties and responsibilities as assigned.

Qualifications

• High School diploma or equivalent.
• 2 or more years of experience in an administrative, customer service, scheduling, billing, records management, or similar role.
• Demonstrated accuracy and attention to detail.
• Comfort placing follow-up phone calls and writing professional emails.
• Working knowledge of Microsoft Excel, Outlook, Word, Teams, and SharePoint.
• Clear, professional written and verbal communication.
• Willingness to learn government filing processes.
• Ability to work independently in a remote setting.
• Reliable high-speed internet and a private, professional work environment.

Requirements

• Previous experience corresponding with state or local government agencies.
• Exposure to business license or permit applications, renewals, or local tax account registration.
• 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.

Benefits

• Not specified.