Licensing Coordinator

Utilities One•Moorestown, NJ

3d•Onsite

About The Position

The Licensing Coordinator is responsible for managing business license and permit applications across multiple city, county, and state jurisdictions, ensuring the company remains compliant and authorized to operate wherever it does business.

Requirements

Strong organizational skills and attention to detail
Comfortable managing a high volume of applications across multiple jurisdictions simultaneously
Clear written and verbal communication for corresponding with government agencies (email and phone) and internal teams
Comfortable making outbound calls to government offices and speaking directly with licensing/permitting staff
Proficiency with email, spreadsheets, and document management tools

Responsibilities

Prepare, submit, and track business license applications and renewals across multiple municipal, county, and state jurisdictions
Monitor application status with licensing departments and follow up proactively to move applications through review
Research and confirm licensing and permit requirements for new projects, scopes of work, and jurisdictions before work begins
Review project scope to determine which state, county, or city licenses and permits may apply
Coordinate with city Engineering/Public Works departments on encroachment, right-of-way, and Outside Plant (OSP) permit applications
Maintain accurate records of license numbers, certificates, expiration dates, and renewal deadlines for each jurisdiction
Track and process license and permit fee payments, including required state or local surcharges (e.g., disability access fees)
Communicate status updates to internal stakeholders (project managers, compliance, leadership) and external clients
Organize and maintain supporting documentation, such as certificates of insurance, bonding, and corporate registration documents, required for license and permit applications
Respond to inquiries from municipalities and resolve any issues or missing information holding up an application
Call city, county, and state licensing offices directly to check application status, resolve issues, and push through delays when email follow-up isn't enough
Coordinate permit transfers when licenses or permits need to move to the company's name
Flag upcoming renewal deadlines and initiate renewal paperwork ahead of expiration
Maintain a master tracker of all active licenses/permits by jurisdiction, status, and next action required