Position Summary

We are seeking a highly organized and detail-oriented Part-Time Commercial Permits & Licensing Coordinator to support our multi-state operations. This role is responsible for managing commercial property permits, zoning approvals, Certificates of Occupancy, business licensing, Secretary of State filings, and regulatory compliance across multiple jurisdictions. The ideal candidate will be proactive, resourceful, and capable of navigating complex state and local requirements to ensure all locations remain fully compliant and operational.

Schedule

• Part-time, approximately 15–25 hours per week. 
• Flexible schedule with availability to manage time-sensitive filings and regulatory deadlines. 

Key Responsibilities

Commercial Permitting & Zoning Compliance

• Research zoning requirements, land use regulations, and municipal ordinances for new and existing business locations. 
• Coordinate zoning approvals, variances, special use permits, and related municipal applications. 
• Work directly with local planning departments, zoning officials, landlords, contractors, and consultants to secure necessary approvals. 
• Prepare and submit permit applications for tenant improvements, signage, occupancy changes, and facility modifications. 
• Track permit status and proactively follow up with regulatory agencies to ensure timely approvals.      

Certificates of Occupancy & Facility Compliance

• Obtain and maintain Certificates of Occupancy (COs) for all company locations. 
• Coordinate required inspections with local building, fire, health, and occupancy officials. 
• Monitor occupancy compliance requirements and ensure locations remain compliant with local regulations.      
• Maintain records of occupancy permits, inspection reports, and compliance documentation. 
• Support new location openings by coordinating all occupancy-related approvals and requirements. 

Business Licensing & Regulatory Compliance

• Research, obtain, and renew business licenses across multiple states and municipalities. 
• Maintain compliance calendars and monitor renewal deadlines. 
• Ensure compliance with state, county, and local licensing requirements. 
• Coordinate with regulatory agencies to resolve licensing issues and deficiencies. 

Multi-State Corporate Compliance

• Manage Secretary of State filings, including annual reports, foreign qualifications, amendments, assumed name registrations, and entity renewals. 
• Research and monitor multi-state business registration requirements and regulatory obligations. 
• Ensure company entities remain in good standing in all jurisdictions where business is conducted. 
• Track changes in state regulations and compliance requirements that may impact operations. 
• Assist with new market expansion efforts by identifying and fulfilling regulatory requirements for business operations in new states. 

Administrative & Project Support

• Maintain compliance databases, spreadsheets, and document management systems. 
• Organize and maintain digital records for permits, licenses, occupancy certificates, inspections, and corporate filings. 
• Generate compliance status reports and provide updates to leadership. 
• Assist with special projects related to facility expansion, acquisitions, and operational growth initiatives. 

Key Competencies

• Regulatory research and analysis 
• Project coordination 
• Attention to detail 
• Follow-through and accountability      
• Professional communication with government agencies 
• Time management and deadline tracking 
• Independent problem-solving 

  Success Measures

• Timely acquisition of permits, zoning approvals, and Certificates of Occupancy. 
• Zero missed licensing, filing, or renewal deadlines. 
• All company entities maintained in good standing across jurisdictions. 
• Accurate compliance records and reporting. 
• Efficient support of new location openings and expansions. 

Required Qualifications

• 2+ years of experience in permitting, licensing, compliance, commercial real estate administration, legal support, or a related field. 
• Strong understanding of administrative processes and regulatory documentation. 
• Excellent organizational skills with exceptional attention to detail. 
• Ability to manage multiple projects and deadlines simultaneously. 
• Strong research and problem-solving abilities. 
• Proficiency in Microsoft Office Suite, Google Workspace, and spreadsheet management. 

Preferred Qualifications

• Experience with commercial zoning approvals and land use processes. 
• Experience obtaining Certificates of Occupancy and coordinating municipal inspections. 
• Knowledge of multi-state business licensing and regulatory compliance. 
• Experience with Secretary of State filings and corporate compliance. 
• Familiarity with commercial real estate, facilities management, or construction permitting. 
• Experience supporting multi-location organizations.