Manager of Permits & Licensing

Hai Hospitality•Austin, TX

About The Position

Job Summary: The Manager of Permits & Licensing is responsible for overseeing and executing all permitting, licensing, and regulatory compliance activities required to open, operate, and maintain restaurant locations. This role ensures the organization meets all federal, state, and local requirements, including health, liquor, building, signage, and operational permits—while driving efficiency, minimizing delays, and proactively managing regulatory risk across the portfolio. Primary Areas of Responsibility: Permitting & Licensing Oversight: Manage and execute all permitting and licensing requirements for new restaurant openings, remodels, relocations, etc. Oversee the full lifecycle of regulatory applications including submission, tracking, revisions, public hearings, inspections, and final approvals. Coordinate with architects, contractors, and development teams to ensure plans meet municipal code requirements prior to submission. Negotiate timelines and approvals with local municipalities to avoid project delays. Maintain a master calendar and database for all required permits, deadlines, fees, and renewal dates across all locations. Liquor Licensing & Alcohol Compliance: Handle all new liquor license applications, modifications, transfers, and renewals. Prepare and submit supporting documentation such as company disclosures, floor plans, fingerprints/background checks, public notices, and neighborhood consent materials. Represent the company at liquor board hearings and city council meetings when necessary. Monitor compliance with Alcohol Beverage Control (ABC) regulations and train operations teams on responsible service and incident documentation. Establish protocols to ensure ongoing compliance with age verification, service restrictions, and reporting requirements. Health, Safety, & Operational Compliance: Ensure each restaurant maintains all required operational permits (health, food service, fire safety, grease interceptor, HVAC, music licensing, outdoor seating, etc.). Build standardized inspection readiness programs for health, fire, and regulatory inspections. Partner with Operations and Safety teams to respond to violations, citations, and corrective action plans. Monitor and analyze health inspection results to identify trends and create proactive mitigation strategies. Conduct periodic internal audits of onsite compliance documentation. Construction & Development Support: Review design documentation to ensure building plans meet code requirements before permit submission. Coordinate with internal and external construction teams to ensure compliance with ADA, building, mechanical, electrical, plumbing, structural, and environmental standards. Track construction progress to anticipate inspection needs and avoid permit-related delays. Maintain relationships with city building inspectors and planning departments to facilitate approvals. Regulatory Risk Management: Continuously monitor regulatory changes (e.g., health codes, alcohol laws, building codes, zoning requirements) and communicate impacts to leadership. Evaluate company exposure to compliance risks and recommend preventive actions. Develop and maintain emergency response protocols for regulatory shutdowns, suspensions, or license challenges. Lead internal investigations into regulatory incidents and prepare company responses. Documentation, Reporting & Systems Management: Build and maintain a centralized digital repository for all permit and licensing documentation. Develop dashboards and reporting tools to provide leadership with real-time visibility into permit status, bottlenecks, and compliance health. Create standardized forms, checklists, and workflows for each permit type. Regularly audit documentation for accuracy and completeness. Contract Review and Property Management: Assist in review of event, software, and other company contracts and agreements, identifying key terms and conditions and ensuring compliance with company guidelines and standards Work with CFO and Real Estate team on property management related items, including landlord communication, CAM reconciliation, SNDA, Estoppel, Lease Confirmation and Commencement, and related lease documents. Assist Controller and Real Estate team in management of utility set-up for new and existing restaurants, including communication with 3rd party processing company (eg: Engie). Cross-Functional Leadership & Support: Serve as the organization’s primary liaison with local, state, and federal regulatory agencies. Train restaurant leaders, regional leaders, and development team on permitting processes and compliance requirements. Support Finance with budgeting for permit fees, licensing costs, and associated legal expenses. Collaborate with HR on compliance matters related to labor licensing (e.g., required manager certifications, food handler cards). Advise executive leadership on regulatory feasibility for new markets, concepts, or formats. Strategic & Long-Term Planning: Develop permitting timelines and forecasting models for annual development plans. Lead initiatives to improve speed-to-open by optimizing permitting workflows, reducing redundancies, and eliminating approval barriers. Evaluate and implement new software or technology solutions to streamline licensing and compliance management. Build and develop a high-performing network of consultants to support national or multi-state expansion. Communication & Leadership: Be a brand ambassador and behavior model our Mission, Values, and Culture. Build and maintain trusting relationships with restaurant and home office teams. Communicate effectively and routinely regarding all significant matters, problems, projects, etc. Maintain a high degree of accessibility and availability to listen, learn, and solve problems. Support transparent and ongoing communications with all departments and restaurants.

Requirements

Must be able to communicate effectively with colleagues, clients, and supervisors, including via email, phone, and in-person interactions.
Ability to read, understand, and respond to written or digital documents, including emails, reports, and policies.
Detect and address workplace safety issues and adhere to safety guidelines and standards.
Ability to sit at a desk and use a computer or other office equipment for extended periods.
Perform repetitive hand and wrist movements for typing, writing, or data entry.
Lift and carry office supplies, files, or equipment weighing up to 25 lbs.
Adapt to a fast-paced work environment, including managing deadlines and shifting priorities.
Work collaboratively in close proximity to coworkers in shared office spaces.
Tolerate exposure to standard office elements, such as artificial lighting, noise from office equipment, or climate-controlled environments.
Understand and follow directives, policies, and workflows provided by supervisors or management.
Bachelor’s degree in business, Legal Studies, Public Administration, or related field; experience may substitute for degree.
5+ years of experience in permitting, licensing, compliance, or regulatory roles—preferably in the restaurant, hospitality, retail, or multi-unit environment.
Strong working knowledge of retail and/or restaurant industry regulations, health department standards, and liquor licensing.
Proven track record managing complex, multi-jurisdictional permitting processes.
Excellent communication, negotiation, and relationship-building skills with government agencies.
Highly organized, detail-oriented, and able to manage multiple deadlines simultaneously.
Proven track record of developing and implementing successful permitting and licensing strategies that improve operational efficiency, product quality, and cost-effectiveness.

Nice To Haves

Roll-up-the-sleeves attitude with the ability to adapt, grow and change with the business.
Curious by nature and seeks out new and better solutions to current standards and practices.
Ask “why” when necessary.
Team Player (a “we” vs. “me” attitude).
Humble and kind, yet with a competitive mindset.
Wants to win.
Good communication skills – seeks feedback and enjoys continuous improvement environments.
Promotes communication and cooperation among teams to create a spirit of unity in the organization.
Can manage multiple projects and priorities - above average organizational and time management skills.

Responsibilities

Manage and execute all permitting and licensing requirements for new restaurant openings, remodels, relocations, etc.
Oversee the full lifecycle of regulatory applications including submission, tracking, revisions, public hearings, inspections, and final approvals.
Coordinate with architects, contractors, and development teams to ensure plans meet municipal code requirements prior to submission.
Negotiate timelines and approvals with local municipalities to avoid project delays.
Maintain a master calendar and database for all required permits, deadlines, fees, and renewal dates across all locations.
Handle all new liquor license applications, modifications, transfers, and renewals.
Prepare and submit supporting documentation such as company disclosures, floor plans, fingerprints/background checks, public notices, and neighborhood consent materials.
Represent the company at liquor board hearings and city council meetings when necessary.
Monitor compliance with Alcohol Beverage Control (ABC) regulations and train operations teams on responsible service and incident documentation.
Establish protocols to ensure ongoing compliance with age verification, service restrictions, and reporting requirements.
Ensure each restaurant maintains all required operational permits (health, food service, fire safety, grease interceptor, HVAC, music licensing, outdoor seating, etc.).
Build standardized inspection readiness programs for health, fire, and regulatory inspections.
Partner with Operations and Safety teams to respond to violations, citations, and corrective action plans.
Monitor and analyze health inspection results to identify trends and create proactive mitigation strategies.
Conduct periodic internal audits of onsite compliance documentation.
Review design documentation to ensure building plans meet code requirements before permit submission.
Coordinate with internal and external construction teams to ensure compliance with ADA, building, mechanical, electrical, plumbing, structural, and environmental standards.
Track construction progress to anticipate inspection needs and avoid permit-related delays.
Maintain relationships with city building inspectors and planning departments to facilitate approvals.
Continuously monitor regulatory changes (e.g., health codes, alcohol laws, building codes, zoning requirements) and communicate impacts to leadership.
Evaluate company exposure to compliance risks and recommend preventive actions.
Develop and maintain emergency response protocols for regulatory shutdowns, suspensions, or license challenges.
Lead internal investigations into regulatory incidents and prepare company responses.
Build and maintain a centralized digital repository for all permit and licensing documentation.
Develop dashboards and reporting tools to provide leadership with real-time visibility into permit status, bottlenecks, and compliance health.
Create standardized forms, checklists, and workflows for each permit type.
Regularly audit documentation for accuracy and completeness.
Assist in review of event, software, and other company contracts and agreements, identifying key terms and conditions and ensuring compliance with company guidelines and standards
Work with CFO and Real Estate team on property management related items, including landlord communication, CAM reconciliation, SNDA, Estoppel, Lease Confirmation and Commencement, and related lease documents.
Assist Controller and Real Estate team in management of utility set-up for new and existing restaurants, including communication with 3rd party processing company (eg: Engie).
Serve as the organization’s primary liaison with local, state, and federal regulatory agencies.
Train restaurant leaders, regional leaders, and development team on permitting processes and compliance requirements.
Support Finance with budgeting for permit fees, licensing costs, and associated legal expenses.
Collaborate with HR on compliance matters related to labor licensing (e.g., required manager certifications, food handler cards).
Advise executive leadership on regulatory feasibility for new markets, concepts, or formats.
Develop permitting timelines and forecasting models for annual development plans.
Lead initiatives to improve speed-to-open by optimizing permitting workflows, reducing redundancies, and eliminating approval barriers.
Evaluate and implement new software or technology solutions to streamline licensing and compliance management.
Build and develop a high-performing network of consultants to support national or multi-state expansion.
Be a brand ambassador and behavior model our Mission, Values, and Culture.
Build and maintain trusting relationships with restaurant and home office teams.
Communicate effectively and routinely regarding all significant matters, problems, projects, etc.
Maintain a high degree of accessibility and availability to listen, learn, and solve problems.
Support transparent and ongoing communications with all departments and restaurants.