Licensing Specialist

Stratus Team•Coraopolis, PA

1d•Hybrid

About The Position

Stratus® is an integrated, multi-disciplinary engineering, architecture, interior design, and consulting firm. Consistently ranking among the Top 500 Design Firms in Engineering News-Record, the firm offers a deep bench of industry experts through a highly collaborative approach, delivering innovative solutions across the full project lifecycle. Operating coast to coast, Stratus® serves clients nationwide while maintaining a strategic commitment to supporting high-growth economies and building vibrant communities that foster the professional growth of its team. Serving public- and private-sector clients, the firm is dedicated to delivering the highest-quality service wherever projects take shape. Across the Civic, Commercial, Industrial, Transportation, Education, Water Resources, and Government sectors, we bring precision, insight, and purpose to every project, from targeted renovations to large-scale infrastructure. Stratus® designs spaces, systems, and solutions that perform, endure, and make an impact, delivering on our promise of Better Plans. Better Places . The Licensing Specialist is responsible for managing and maintaining corporate registrations, professional firm licenses, and regulatory compliance for multiple company-related entities operating throughout the United States. This role supports the company’s architecture, engineering, surveying, and related professional service operations by ensuring all entities remain compliant with state and local requirements, including foreign entity registrations, certificates of authorization, annual reports, and local business tax registrations. This position serves as the primary point of coordination for licensing and compliance activities across multiple jurisdictions and works closely with legal, finance, operations, HR, and business leadership to support ongoing operations, acquisitions, and strategic growth initiatives.

Requirements

Bachelor’s degree in Business Administration, Paralegal Studies, Pre-Law, or a related field
Minimum of 2-4 years of experience in corporate licensing, professional licensing, compliance, or related administrative functions
Experience supporting architecture, engineering, surveying, or professional services firms strongly preferred
Familiarity with Secretary of State filings, Certificates of Authorization, and professional licensing board requirements across multiple states
Strong organizational and project management skills with the ability to manage multiple deadlines simultaneously
Excellent written and verbal communication skills
Strong attention to detail and accuracy
Ability to independently research regulations and resolve compliance issues
Proficiency in Microsoft Office Suite and document management systems

Nice To Haves

Experience with licensing management software or registered agent platforms preferred

Responsibilities

Submit and maintain annual reports for corporate entities across multiple states
Manage renewals for engineering, architecture, surveying, and other professional firm licenses and certificates of authorization
Renew and maintain local business tax registrations and receipts
Manage relationships with registered agent providers, including oversight of services, costs, and invoice approvals
Maintain accurate licensing and compliance information across the organization
Develop and maintain a centralized library of licensing and compliance documentation
Create, organize, and maintain login credentials and account access for state and professional board systems
Correct inaccurate or outdated information on file with state agencies and licensing boards
Monitor Responsible-In-Charge (RIC) and qualifying individual assignments for all firm licenses and coordinate changes when personnel changes occur
Identify non-compliant licenses or registrations and take corrective action to restore compliance
Respond to internal licensing and compliance inquiries from operations, business development, legal, and leadership teams
Research licensing requirements and regulatory matters when guidance is unclear, or new situations arise
Communicate directly with state agencies, licensing boards, and municipalities via phone and email to resolve issues and obtain clarification as needed
Register new company entities as foreign entities with the Secretary of State, where registration does not currently exist
Obtain engineering, architecture, surveying, and other professional firm licenses for new or acquired entities in states where licensure is required
Submit new local business tax registrations for newly established entities or offices
Coordinate entity withdrawals, license retirements, and closure or transfer of local business tax receipts when entities are no longer active
Assist with consolidating and retiring legacy entities following acquisitions or reorganizations
Research and resolve historical licensing discrepancies involving legacy firm names, ownership structures, or previously unreported organizational changes
Support due diligence and integration activities related to mergers and acquisitions, including licensing assessments and post-acquisition compliance
Coordinate re-registration or re-licensing activities where prior approvals were obtained using incomplete or inaccurate information
Maintain organizational records for both licensing and non-licensing entities, including FEINs, addresses, ownership details, and officer/director information
Submit entity name changes, ownership changes, structure updates, and related filings following acquisitions or corporate reorganizations
Monitor active project activity related to licensing compliance and report potential concerns to operational leadership
Maintain and distribute required contract language, licensing disclosures, and standard operating procedures related to contracting under multiple entities
Assist with contract novation efforts to facilitate entity consolidations and license retirements