Operations & Licensing Coordinator

Prestige Care • Vancouver, WA

3d

About The Position

The Operations & Licensing Coordinator manages and coordinates regulatory, licensing, insurance, and administrative functions to support compliance and operational efficiency across communities and business entities. The role oversees facility and business licenses, renewal tracking, regulatory deadlines, survey and compliance records, fleet registrations, and incident claims. It also supports executive, Operations, and Clinical teams through calendar and meeting coordination, reporting, project support, vendor reviews, and general administrative work. The position collaborates with Legal, HR, Finance, and community leadership, maintains professional knowledge of skilled nursing and assisted living, and keeps informed about industry and state regulatory changes.

The role is expected to uphold company values, foster a dignified and caring atmosphere, protect confidential information, and maintain a safe working environment. Prestige describes its work environment as collaborative and team-oriented and emphasizes career development and advancement.

Requirements

• At least 1–2 years of experience in operations support, licensing or regulatory compliance, project coordination, legal or executive administrative support, or an equivalent combination of education and experience.
• Associate’s degree in business, healthcare administration, or a related field, or equivalent knowledge and skills gained through education, training, and experience.
• Proficiency with Microsoft Office, especially Excel for tracking and reporting.
• Ability to quickly learn online filing portals and document management systems.
• Strong organization and attention to detail, with the ability to manage multiple deadlines.
• Excellent customer service, problem-solving, and reasoning skills.
• Ability to take initiative, work with minimal supervision, and handle confidential information with discretion.

Nice To Haves

• Skilled nursing or assisted living experience.
• Experience with state licensing agencies or Secretary of State filings.
• Familiarity with commercial insurance renewals and claims, including GL/PL, Property, and EPLI.
• Bachelor’s degree preferred.

Responsibilities

• Prepare, submit, and track facility license applications and renewals with state regulatory agencies for senior living and skilled nursing communities.
• Prepare and process Change of Ownership (CHOW) and Change of Management (CHOM) filings, coordinating documents and deadlines with agencies, Legal, and Operations.
• Obtain and renew business licenses, CLIA certificates, and MDC numbers; file annual reports with Secretaries of State and local jurisdictions.
• Maintain a centralized license tracker, monitor expiration dates and fees, and send advance renewal reminders.
• Manage fleet vehicle registrations and renewals, maintain authorized driver records, and coordinate vehicle accident reporting.
• Serve as a contact for licensing agencies on routine filings, inquiries, and correspondence; escalate complex or adverse matters to leadership and Legal.
• Maintain organized electronic and paper records of licenses, certificates, filings, and agency correspondence in accordance with company retention policy.
• Maintain community survey records and the survey tracker, and monitor survey-related fees, plans of correction, and deadlines.
• Coordinate annual renewals for General and Professional Liability, Property, Employment Practices Liability, and other non-benefit insurance; gather exposure data and documents for brokers and carriers.
• Review and track non-benefit insurance claims, communicate with brokers, carriers, and third-party administrators, and keep claim records current.
• Manage executive calendars, conference registrations, travel arrangements, and client meetings.
• Coordinate vendor business reviews by scheduling meetings, gathering performance and contract information, and tracking follow-up items.
• Support Operations and Clinical teams by coordinating projects, answering inquiries, attending meetings, taking notes, and communicating information as directed.
• Research and collect data for operations, clinical, licensing, and survey reports; prepare and distribute reports and metrics to designated audiences.
• Participate in continuous process improvement and support initiatives through project coordination and implementation.
• Support daily operations of the Certified Nursing Assistant (CNA) Program by tracking class schedules, recruiting students, and compiling completion data.
• Collaborate with Legal, HR, Finance, and community leadership to align processes and information across departments.
• Perform general administrative duties, including correspondence, invoice and expense processing, and maintaining spreadsheets and files.
• Maintain professional knowledge of skilled nursing and assisted living and stay informed about industry and state regulatory changes.
• Demonstrate company core values; support a dignified and caring atmosphere; protect privacy and confidentiality; and maintain a safe and secure working environment.
• Perform other duties as assigned.

Benefits

• Choice of medical plans.
• HSA/FSA accounts.
• Dental insurance.
• Vision insurance.
• Company-paid life and AD&D insurance.
• Retirement plans with company match for eligible team members who meet hours and service requirements.
• Employee Assistance Program.
• Education Reimbursement program.
• Paid time off accrual; stated rates and eligibility vary by team member category and hours worked.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree