Position Overview:
We are seeking a highly organized and detail-oriented Licensing & Compliance Coordinator to support daily business operations and assist with corporate licensing across multiple states. This role is responsible for handling insurance-related filings, license renewals, and corporate registrations in a fast-paced, multi-jurisdictional environment. This position requires strong attention to detail, organizational skills, and familiarity with state regulatory processes.
Key Responsibilities:
Corporate Licensing & Compliance – Primary Duties
- Manage the application, renewal, amendment, and permit processes for Third-Party Administrator (TPA) licenses, insurance licenses, and corporate registrations across all required U.S. jurisdictions.
- Coordinate and process renewals of Errors & Omissions (E&O) insurance for appointed insurance agents to ensure uninterrupted coverage and compliance.
- Track all license and registration deadlines using centralized license management systems (e.g., Trello, shared drives).
- Prepare and submit insurance regulatory filings and documentation to state Departments of Insurance (DOIs) and other applicable regulatory authorities.
- Monitor and communicate changes in state licensing laws, ensuring organization-wide compliance across a multi-state footprint.
- Respond to regulatory audits, compliance reviews, and formal inquiries from state insurance departments and regulators.
- Maintain accurate, audit-ready digital records of all licenses, certificates of authority, renewals, registrations, and compliance documents.
- Act as the primary liaison with insurance departments, regulatory agencies, compliance vendors, and internal stakeholders.
- Collaborate with legal and operations teams to support risk management, internal compliance programs, and licensing policy updates.
Document Management & Corporate Records
- Maintain and update digital records and corporate books, including state filings, legal documents, corporate bios, board records, and organizational charts.
- Ensure all corporate bios and leadership details are current across official documentation and platforms.
- Improve and oversee digital filing systems to ensure accessibility, version accuracy, and audit readiness.
Administrative Support
- Provide direct administrative support to the Executive Assistant to the CEO and executive leadership as needed, including coordinating travel arrangements, travel expenses and other high-level administrative tasks.
- Act as back-up support to the CEO if needed.
- Work with V.P. of Operations to prepare corporate meeting notes, and maintain storage of documents organized digitally and in corporate books.
- Handle confidential information with discretion and professionalism.
- Assist with special projects and events as needed.
- May travel on occasion to support company events in our Austin, TX office.
