Licensing Coordinator

Position Summary

Beacon Hill is seeking a detail-oriented Licensing Administrative Coordinator to support licensing, compliance, and transaction-related activities throughout various stages of business acquisitions and ownership transitions. This role is ideal for an organized professional who thrives in a project-based environment, can manage shifting priorities, and is comfortable handling confidential information with accuracy and discretion.

The position will support licensing diligence efforts, active transaction workflows, and post-closing documentation management while partnering closely with internal stakeholders to ensure critical deadlines and compliance requirements are met.

Position Details

• Schedule: Part-time, 10-20 hours a week
• Work Arrangement: Onsite
• Work Days: Tuesday, Wednesday, and Thursday
• Core Availability: 9:00 AM – 3:00 PM
• Start Date: Immediately

Key Responsibilities

• Research and obtain required licenses for assigned locations
• Build, maintain, and update tracking spreadsheets for licenses, expiration dates, and jurisdictional requirements
• Monitor license renewals and maintain accurate compliance records
• Upload and organize licensing documentation within designated shared folders
• Support due diligence initiatives by gathering documentation and tracking requirements
• Assist with licensing application preparation and document collection
• Prepare application packets requiring signatures and route for approval
• Track employee information, compliance requirements, fingerprints, background screening requests, and related documentation
• Coordinate requests from managers and internal stakeholders
• Prepare and distribute change-of-ownership notifications to appropriate jurisdictions
• Update databases and records following transaction closeouts
• Scan, save, and organize final documentation and closure correspondence
• Maintain organized SharePoint folders and transaction files
• Participate in regular team check-ins and priority planning meetings
• Manage multiple projects simultaneously while adapting to changing business needs

Systems & Tools

• Microsoft SharePoint
• Compliancy
• Microsoft Office Suite (Excel, Word, Outlook, Teams)

Qualifications

• Bachelor’s degree preferred
• Minimum 3 years of professional administrative, operations, compliance, or project support experience
• Experience handling confidential and sensitive information
• Strong organizational, documentation, and recordkeeping skills
• Proficiency with Microsoft Office applications, particularly Excel
• Experience maintaining spreadsheets, tracking systems, and file organization structures
• Excellent written and verbal communication skills
• Self-starter with strong follow-through and accountability
• Ability to manage changing priorities and fluctuating workloads
• Strong attention to detail with a high degree of accuracy
• Reliable, proactive, and comfortable working independently in a remote environment