Licensing Specialist

Licensing Specialist (Administrative)

Job Title:

Licensing Specialist

Reports to:

Controller

FLSA Status:
Non-Exempt

Location:

Remote NE Ohio Preferred

Direct Reports:
None

Travel:
Occasional, not routine

Department:
Finance

The Licensing Specialist is responsible for supporting the compliance and operational readiness of J'P Hospitality Managements portfolio of extended‑stay hotels by managing all required business licenses and permits across multiple jurisdictions. This role ensures that each property remains properly licensed and permitted at all times, with no lapses that could disrupt operations or expose the company to regulatory risk.

This position works closely with Operations leadership, General Managers, senior leadership, ownership groups, and government agencies to manage applications, renewals, inspections, and ongoing compliance requirements. The Licensing Specialist is a hands‑on, detail‑oriented role ideal for an organized professional who can manage high volumes of work in a fast‑paced, multi‑unit environment.

• Manage and maintain all required licenses and permits for each property, including but not limited to business licenses, tax registrations, health permits, elevator permits, occupancy permits, and boiler permits.
• Ensure all licenses and permits remain current and compliant, with no lapses in coverage.
• Prepare, submit, and track new applications, renewals, amendments, and updates resulting from acquisitions, ownership changes, management changes, or regulatory requirements.
• Maintain a centralized licensing tracker by property, including renewal dates, fees, submission status, confirmation numbers, and supporting documentation.
• Collect required documentation, approvals, and signatures from internal stakeholders and ownership groups.
• Submit filings through appropriate online portals, government agencies, and third‑party systems.
• Coordinate required inspections by property (e.g., health, fire, elevator, boiler) and ensure records are properly retained.
• Conduct online research to identify and interpret licensing and permitting requirements at the federal, state, county, and city levels.
• Utilize Avalara License Management and other internal systems to manage, document, and monitor licensing activity.
• Communicate regularly with Operations to provide status updates and proactively flag licenses or permits at risk of expiration or delay.
• Serve as a primary point of contact with licensing agencies and regulatory bodies.
• Maintain organized, audit‑ready records in accordance with company retention guidelines.
• Assist with licensing support during new property onboarding, transitions, and portfolio growth initiatives.
• Perform other duties as assigned.
• Sales tax filings.

• 12 years of experience in licensing, permitting, compliance, or regulatory administration, preferably supporting multi‑unit or multi‑state operations.
• Experience in hospitality, retail, restaurant, property management, or a related service‑based industry preferred.
• Familiarity with Avalara License Management or similar licensing/compliance platforms preferred.
• Strong organizational and time‑management skills with the ability to manage multiple deadlines simultaneously.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, including Excel.
• Ability to work independently while collaborating effectively across teams.
• High school diploma or equivalent required; associates or bachelors degree in business administration or a related field preferred.

• Maintain confidentiality and integrity when handling sensitive business and ownership information.
• Demonstrate initiative and the ability to work independently as well as part of a team.
• Provide timely, accurate, and proactive compliance support to Operations and leadership.
• Continuously identify opportunities for process improvement and standardization.
• Support the company's mission and values through professionalism, accountability, and responsiveness.
• Ensure compliance with applicable federal, state, and local licensing and regulatory requirements.

• Work schedule…