Licensing Coordinator

Position Summary

The Licensing Coordinator is responsible for managing all licensing, permitting, and regulatory compliance activities for a portfolio of senior living communities across multiple states. This role serves as a critical liaison between community operations, regulatory agencies, and corporate leadership to ensure all required licenses, certifications, and compliance requirements are maintained and renewed on time.

The ideal candidate possesses strong knowledge of healthcare or senior living operations, regulatory compliance processes, and licensing requirements, along with exceptional organizational and project management skills.

Essential Responsibilities

Licensing Management

• Manage all licensing, permitting, certification, and renewal activities for assigned communities.
• Monitor expiration dates and regulatory deadlines to ensure uninterrupted operations.
• Prepare, submit, and track licensing applications, renewals, amendments, and ownership change filings.
• Coordinate with state and local agencies regarding licensing requirements and approvals.
• Maintain accurate licensing records and supporting documentation.

Regulatory Compliance

• Monitor regulatory changes affecting senior living operations.
• Ensure compliance with federal, state, and local licensing requirements.
• Support communities during inspections, audits, and regulatory reviews.
• Assist with corrective action plans and follow-up documentation when necessary.
• Develop and maintain compliance tracking systems and reporting tools.

Operational Partnership

• Partner with Executive Directors, Regional Operations leaders, and community teams to gather required documentation.
• Provide guidance on licensing and compliance requirements impacting community operations.
• Serve as a subject matter resource for licensing-related questions and issues.

Legal & Corporate Support

• Collaborate with Legal, Risk Management, and Operations teams on regulatory matters.
• Assist with due diligence activities related to acquisitions, dispositions, and new developments.
• Support entity management and corporate governance documentation as needed.
• Participate in cross-training initiatives to provide backup support across legal and compliance functions.

Documentation & Reporting

• Maintain comprehensive compliance records and document repositories.
• Generate status reports for leadership regarding licensing renewals, compliance activities, and upcoming deadlines.
• Track and communicate project timelines and regulatory milestones.

Qualifications

Required

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of experience in healthcare, senior living, licensing, compliance, legal support, or regulatory administration.
• Strong project management and organizational skills.
• Experience managing multiple priorities and deadlines simultaneously.
• Exceptional attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and document management systems.

Preferred

• Senior living, assisted living, memory care, skilled nursing, or healthcare industry experience.
• Previous Executive Director, Administrator, Operations, Compliance, or Legal support experience.
• Experience working with multi-state licensing requirements.
• Knowledge of healthcare regulatory agencies and licensing processes.
• Paralegal, compliance, or regulatory affairs experience.

Key Competencies

• Regulatory Compliance Expertise
• Project Management
• Attention to Detail
• Problem Solving
• Relationship Building
• Time Management
• Documentation Management
• Cross-Functional Collaboration
• Confidentiality and Professional Judgment