Licensing Coordinator

Marshall Investigative Group•Park Ridge, IL

About The Position

The Licensing Coordinator provides administrative and operational support for licensing activities by coordinating application processing, maintaining accurate records, supporting compliance-related tasks, and assisting with scheduling, communication, and office workflow. The role involves managing and overseeing the preparation, submission, and tracking of private investigator license applications and renewals across multiple states. It also requires maintaining comprehensive records of licensing statuses, expiration dates, and compliance documentation for all investigative personnel. The Licensing Coordinator will serve as the primary point of contact for regulatory agencies regarding licensing inquiries, audits, and compliance verification. Additionally, the role involves monitoring changes in licensing laws and regulations, coordinating with HR and legal departments, developing standardized procedures, and providing regular reports to management.

Requirements

High school diploma or equivalent
Minimum of 6 months experience in administrative support
Proficiency with document management systems and Microsoft Office Suite (Word, Excel, Outlook)
Excellent organizational skills with the ability to manage multiple deadlines and maintain detailed records
Licensing and renewal process support
Regulatory compliance awareness
Document management and records organization
Data entry accuracy and attention to detail
Calendar management and appointment scheduling
Professional written and verbal communication
Spreadsheet and office software proficiency
Confidential information handling
Time management and task prioritization
Interdepartmental coordination and follow-up
Teamwork and collaboration
Problem-solving and critical thinking
Research and information gathering

Nice To Haves

Associate or bachelor’s degree in criminal justice, business administration, or related field preferred
Experience within the legal, investigative, or government environment industries is preferred
Desire to learn private investigation licensing requirements and regulatory frameworks in the United States

Responsibilities

Manage and oversee the preparation, submission, and tracking of private investigator license applications and renewals across multiple states.
Maintain comprehensive records of licensing statuses, expiration dates, and compliance documentation for all investigative personnel.
Serve as the primary point of contact for regulatory agencies regarding licensing inquiries, audits, and compliance verification.
Monitor changes in licensing laws and regulations to update internal processes and ensure ongoing compliance.
Coordinate with human resources and legal departments to verify eligibility and resolve any licensing issues or discrepancies.
Develop and implement standardized procedures for licensing management to improve efficiency and accuracy.
Provide regular reports and updates to management on licensing status, potential risks, and compliance metrics.
Support new and renewal application processing for investigators.
Maintain digital files and perform document collection, data entry, scanning, copying, and mailing.
Coordinate payment requests with the Finance Department and follow up on missing paperwork.
Maintain awareness of relevant statutes, laws, and regulations related to licensing activities.
Track licenses and assist with scheduling of continuing education requirements.
Coordinate appointments and manage calendars to support daily workflow.
Create and maintain spreadsheets, correspondence, and email communications.