Licensing and Regulatory Specialist

Arch Amenities Group•Remote,

3d•Onsite

About The Position

The Licensing and Regulatory Specialist supports Arch Amenities Group by owning the end-to-end management of the operational licenses, permits, entity registrations, regulatory filings, compliance records, and related reporting's that allow Arch to operate spas, salons, fitness centers, pools, food and beverage outlets, and other amenities across its residential, commercial, hospitality, and corporate properties. This role coordinates with internal stakeholders, clients, and federal, state, county, and municipal agencies and licensing boards to obtain, renew, and transfer licenses and to help maintain compliance across the company's growing portfolio of locations. The ideal candidate is a motivated self-starter who is exceptionally organized, thinks critically, exercises sound independent judgment, and can drive complex, multi-agency matters to resolution with minimal direction.

Requirements

At least three years' experience with federal, state, and local regulatory compliance and filings, ideally including multi-state business and professional licensing and entity compliance, in a government, corporate, nonprofit, or law firm environment.
Exceptional organization skills and attention to detail, with a proven ability to track hundreds of licenses, deadlines, and open items at once without letting anything lapse.
Self-starter who is highly motivated and takes ownership of matters from start to finish, working independently and driving results with minimal supervision.
Strong critical thinking, research, and problem-solving skills; able to interpret unfamiliar regulations, work through ambiguous or conflicting agency guidance, and determine the right next step without step-by-step direction.
Strong written and verbal communication skills and persistent, professional follow-up with agencies, clients, and internal teams.
Working knowledge of entity management (Secretary of State filings, good standing, DBAs, registered agents) and how entity status affects licensing.
Proficiency with Microsoft Office (especially Excel) and comfort learning new systems, including contract management tools and state and local agency portals.

Nice To Haves

Bachelor's degree, paralegal certificate, or equivalent experience preferred.

Responsibilities

Researching and identifying federal, state, county, and municipal licenses, permits, and registrations required for new locations, new service offerings, and operations in new jurisdictions, building pre-opening licensing timelines, and determining, based on applicable law and the governing client agreement, whether Arch, the client, or an individual practitioner must hold each license.
Preparing and promptly filing license applications, renewals, amendments, and change-of-ownership filings with various state and local regulatory agencies and licensing boards and obtaining information and approval from relevant internal stakeholders, clients, and permit holders, including routing documents for signature and notarization.
Tracking and reviewing Arch's 600+ existing licenses and permits and developing a system for the internal auditing and reporting on the current license portfolio, including a master license matrix, a renewal and expiration calendar, and a secure log of agency portal credentials.
Managing licenses across all Arch lines of business, including massage therapy, cosmetology, barber, esthetician, and salon establishment licenses; health studio, pool, and childcare licenses; food facility, health, and food and beverage permits; liquor and mixed beverage permits and related compliance reports; gaming-related licenses; and certificates of occupancy and use.
Maintaining the entity-level compliance that licensing depends on, including foreign qualifications, certificates of good standing, annual and franchise tax reports, reinstatements, DBA/fictitious name filings, and registered agent coordination, and partnering with Finance to resolve tax-standing issues that hold up licenses.
Obtaining and maintaining the tax and business registrations required to operate, including local business licenses, business tax receipts, certificates of authority, state and local tax account numbers, and company vehicle registrations.
Leading license transitions resulting from acquisitions, entity changes, and ownership or address changes, including relinquishing licenses held by predecessor entities or clients and securing new licenses in the correct Arch entity without disrupting operations.
Serving as Arch's primary point of contact with regulators: navigating agency portals, resolving account access issues, responding to deficiency and documentation requests, requesting extensions, and scheduling and attending (virtually or in person) agency appointments and inspections.
Verifying that individual practitioners (e.g., massage therapists, cosmetologists, estheticians) hold current, valid licenses, and supporting responses to licensing board inquiries and investigations.
Reviewing client agreements, leases, and management agreements for licensing obligations (e.g., liquor license responsibilities) and flagging risks to the Legal team.
Proactively identifying licensing lapses, risks, and compliance gaps before they affect operations, escalating as needed, and recommending practical solutions.
Managing a high volume of concurrent matters across many jurisdictions, maintaining clear status notes, and providing regular updates to Legal and operations leaders.
Organizing, reviewing, and maintaining records related to each of the locations where Arch operates, including corporate filings, entity good standing documentation, vendor and facility agreements, and compliance paperwork.
Assisting with the intake and organization of facility incident reports.
Supporting attorneys in regulatory investigations, litigation, arbitration, and mediation.