Entry Level Licensing Assistant

Weekly Work Schedule: Monday-Friday, hybrid remote/in-office

Locations: Haddonfield, NJ, Houston, TX, Sacramento, CA 

Job Summary:

The Licensing Assistant will assist the Compliance Manager and Brand Counsel with a range of responsibilities related to company licensure. The Licensing Assistant will work with various Affiliate staff on their specific mandated licensure needs, including license renewals and the application process for new licenses. The position will also be expected to track PI licenses throughout the year.

Responsibilities:

• Licensing
  • Coordinate all new Private Investigator licenses through onboarding of new hires, provide proper identification, and schedule certified training according to state law requirements, following up with Affiliate management on the status of applications pending.
  • Coordinate new applications for Private Investigator licenses for any employees transitioning Affiliates, escalate requests for management requesting a license to Licensing Coordinator.
  • Follow up on any pending licenses with the Affiliate and state agencies.
  • Request updated licensing information to update records in ADP.
  • Utilize ADP to record PI information for individuals and agency licenses, training, and license and training certificates.
• Compliance
  • Contact state representatives regarding new laws and regulations, as well as licenses submissions frequently to ensure compliance with licensure.
  • Manage the team ticketing system, assigning team members tickets based on the request.
  • Update internal SOPs as laws and regulations change, inform the team of any changes throughout the year.
• Auditing and Reporting:
  • Weekly follow up on pending licenses under the Brand, inform team of delays or changes during department calls.
  • Conduct monthly audits inquiring Affiliate staff on the status of pending license applications.
  • Conduct annual audit of state requirement changes for Private Investigators and PI Agencies, update internal SOPs.
  • Prepare detailed reports on audit findings, compliance gaps, and areas for improvement.
  • Present actionable recommendations to leadership to drive continuous improvement.
• Additional Duties
  • Assist Affiliates with licensing needs upon request.
  • Participate in weekly departmental calls for updates and assignments.
  • Digitally archive documentation under internal folder system and ADP.
  • May be asked to complete additional assignments from time to time.

Requirements:

- Knowledge in using ADP

- Strong understanding of federal, state, and city laws and regulations

- Experience in communicating well with governmental and private departments and agencies

- Communicate professionally and efficiently with any of the Brand’s employees at all levels, including executive management and board of directors

- Ability to work independently under instructions and to be flexible in changing work priorities

- Ability to prioritize tasks and handle numerous assignments simultaneously

- Ability to meet deadlines for project completion

- Demonstrated organizational, problem solving and analytical skills

- Must always be able to handle confidential material responsibly