Licensing & Registration Coordinator

Job Title: Licensing & Registration Coordinator (Contract – 6 Months )

The ideal candidate thrives in a fast-paced environment, enjoys coordinating multiple priorities, and has experience supporting licensing, registration, compliance operations, or onboarding within financial services or insurance or other highly regulated industry

Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST

Employment Type: Contract (6 Months)

Salary: $25-29hr

Location: Remote, must be based out of CST or EST - company based out of Chicago, IL

Position Overview

We are seeking a highly organized and detail-oriented Licensing & Registration Coordinator to support our Licensing and Compliance team. This role serves as the primary point of contact throughout the onboarding and licensing process, partnering with candidates, recruiters, hiring managers, Compliance, Training, IT, and external vendors to ensure all regulatory and company requirements are completed accurately and on time.

Pre-Employment Requirements

Candidates must successfully complete all pre-employment screening requirements, including:

• Criminal background check
• Fingerprinting
• Credit check

Key Responsibilities

Onboarding Coordination

• Manage the licensing onboarding process from initiation through completion.
• Guide candidates through licensing, registration, contracting, fingerprinting, background screening, continuing education, and appointment requirements.
• Ensure all required documentation is completed accurately and submitted within established timelines.

Licensing & Regulatory Support

• Support registration and licensing activities involving FINRA, SEC, state securities divisions, state insurance departments, carrier appointments, continuing education, and other regulatory requirements.
• Review licensing and registration documentation for completeness and accuracy before submission.
• Assist with amendments, renewals, terminations, and maintenance of licensing records.

Case Management & Tracking

• Monitor onboarding progress and proactively follow up on outstanding requirements.
• Maintain accurate tracking of licensing status, exam windows, approvals, deficiencies, appointments, and regulatory milestones.
• Research and resolve onboarding delays, rejected submissions, missing documentation, and system access issues.

Communication & Collaboration

• Serve as the primary liaison between candidates and internal business partners throughout the onboarding process.
• Provide timely status updates and guidance to candidates, hiring managers, recruiters, Compliance, and other stakeholders.
• Coordinate with internal departments and external vendors to ensure a seamless onboarding experience.

Process Improvement & Compliance

• Recommend enhancements to workflows, templates, tracking tools, and communication processes.
• Maintain organized records to support audit readiness, regulatory reviews, and internal reporting.
• Ensure confidentiality while handling sensitive candidate and licensing information.

Required Qualifications

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business, Finance, Human Resources, Compliance, or a related field preferred.
• Two or more years of experience in licensing, registrations, compliance operations, onboarding, broker/dealer operations, insurance operations, or a related administrative role preferred.
• Working knowledge of securities, insurance, broker/dealer, and regulatory onboarding processes is preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams).
• Ability to quickly learn licensing, workflow, and registration systems.

Preferred Skills

• Exceptional attention to detail and accuracy.
• Strong customer service and relationship management skills.
• Ability to work independently while collaborating effectively across multiple departments.
• Sound judgment when handling confidential information.
• Strong problem-solving skills with the ability to identify process improvements.
• Experience supporting regulatory documentation and audit readiness.

What Success Looks Like

In this role, you will contribute to:

• Faster and more efficient onboarding of licensed professionals.
• Improved compliance through accurate licensing and registration tracking.
• Enhanced candidate and hiring manager experience through proactive communication.
• Increased operational capacity for licensing and compliance teams.
• Strong audit readiness through complete and organized documentation.

Preferred knowledge:

• Direct licensing and registration experience
• Broker/dealer or insurance industry knowledge
• Regulatory systems experience
• Overall qualifications and internal compensation alignment

If you are an organized professional who enjoys coordinating complex processes, supporting regulatory compliance, and delivering an exceptional onboarding experience, we encourage you to apply.