Licensing & Permits Coordinator

CPF Dental LLC•Brentwood, TN

3d•$18 - $20•Remote

About The Position

The Licensing & Permits Coordinator is responsible for tracking, obtaining, and renewing the business licenses, permits, and registrations required for Marquee Dental Partners locations and entities across multiple states. This role maintains the master licensing tracker as the single source of truth, researches jurisdictional requirements at the state, county, and city level, prepares and submits applications and renewals, and follows through with government agencies until each item is confirmed and documented. This position is central to an active initiative to bring licensing management in-house from a third-party vendor. The Coordinator reconciles vendor records against internal data, identifies gaps where filings are missing or incomplete, and builds the documentation and renewal calendar that will support the process going forward. Success in this role depends on precision, persistence, and disciplined follow-up: a large volume of small details, each with a deadline, tracked accurately across many jurisdictions and many offices. Prior licensing experience is helpful but not expected. Jurisdictional requirements, filing types, and agency processes are taught on the job to a candidate who brings the underlying discipline.

Requirements

High School diploma or equivalent
2 or more years of experience in an administrative, customer service, scheduling, billing, records management, or similar role where accuracy and deadlines were central to the work
Demonstrated accuracy and attention to detail when managing a high volume of records and due dates
Comfort placing follow-up phone calls and writing professional emails to people outside the company, including agency representatives
Working knowledge of Microsoft Excel, including entering, sorting, and filtering data, along with Outlook, Word, Teams, and SharePoint
Clear, professional written and verbal communication suitable for correspondence with government agencies and internal leadership
Willingness to learn government filing, application, and renewal processes, with training provided
Ability to work independently in a remote setting, manage a personal task list, and report status without daily supervision
Reliable high-speed internet and a private, professional work environment

Nice To Haves

Previous experience corresponding with and following up with state or local government agencies
Any exposure to business license or permit applications, renewals, Secretary of State filings, or local tax account registration. Helpful, not expected, and taught on the job
Experience supporting a multi-entity or multi-location organization
Familiarity with a third-party licensing or registered agent service
Experience with a project management platform such as ClickUp, Asana, or Smartsheet
Healthcare, dental, or other regulated industry experience

Responsibilities

Maintain and update the multi-state business license and permit tracker, keeping location, entity, jurisdiction, license type, account number, issue date, expiration date, status, and fee amount accurate and current
Research state, county, and municipal requirements to determine which licenses, permits, and registrations each location and entity is required to hold
Verify the governing jurisdiction for each location, including incorporated city limits versus mailing address versus unincorporated areas, and document the determination and its source
Prepare, assemble, and submit new applications and renewals, including supporting documentation, entity information, signatures, and payment requests
Follow up diligently and persistently with state and local government agencies by phone, email, and online portal until each application, renewal, or inquiry is confirmed and closed
Log every agency contact, including the representative name, direct phone number, date, and outcome, so that any item can be picked up mid-process by another team member
Serve as the day-to-day point of contact with the third-party licensing vendor, reconcile vendor reports against the internal tracker, identify discrepancies, and support the transition of records in-house
Coordinate with internal teams including Finance, Accounting, Operations, Legal, and office leadership to gather documents, obtain signatures, confirm entity and tax information, and route invoices and payments
Monitor renewal deadlines, maintain a rolling calendar of recurring due dates, and escalate at-risk items well before a license or permit lapses
Maintain organized digital records in SharePoint using consistent naming and folder conventions so any license, certificate, application, or receipt can be located on request
Distribute issued licenses and certificates to the appropriate offices, confirm receipt, and verify posting where display is required by the jurisdiction
Support entity-level filings and registrations, including Secretary of State annual reports, assumed name or DBA filings, and local occupational or net profits tax account setup, in coordination with internal Finance and outside tax advisors
Prepare and distribute regular status summaries covering open applications, pending agency responses, upcoming renewals, and completed items
Maintain assigned tasks and notes in the project management system so that status is visible without prompting
Review invoices, fee schedules, and agency correspondence for accuracy and flag discrepancies
Protect confidential company, entity, and financial information, including tax identification numbers and banking details, in accordance with company standards
Be a champion of the Marquee Dental Partners Mission, Vision, and Values
Other duties and responsibilities as assigned