Licensing Specialist

Job Description

Job Description

About Stratus

Stratus® is an integrated, multi-disciplinary engineering, architecture, interior design, and consulting firm. Consistently ranking among the Top 500 Design Firms in Engineering News-Record, the firm offers a deep bench of industry experts through a highly collaborative approach, delivering innovative solutions across the full project lifecycle. Operating coast to coast, Stratus® serves clients nationwide while maintaining a strategic commitment to supporting high-growth economies and building vibrant communities that foster the professional growth of its team. Serving public- and private-sector clients, the firm is dedicated to delivering the highest-quality service wherever projects take shape. Across the Civic, Commercial, Industrial, Transportation, Education, Water Resources, and Government sectors, we bring precision, insight, and purpose to every project, from targeted renovations to large-scale infrastructure. Stratus® designs spaces, systems, and solutions that perform, endure, and make an impact, delivering on our promise of Better Plans. Better Places.

The Role

The Licensing Specialist is responsible for managing and maintaining corporate registrations, professional firm licenses, and regulatory compliance for multiple company-related entities operating throughout the United States. This role supports the company’s architecture, engineering, surveying, and related professional service operations by ensuring all entities remain compliant with state and local requirements, including foreign entity registrations, certificates of authorization, annual reports, and local business tax registrations. This position serves as the primary point of coordination for licensing and compliance activities across multiple jurisdictions and works closely with legal, finance, operations, HR, and business leadership to support ongoing operations, acquisitions, and strategic growth initiatives.

Responsibilities

Ongoing Licensing & Compliance Responsibilities

• Submit and maintain annual reports for corporate entities across multiple states
• Manage renewals for engineering, architecture, surveying, and other professional firm licenses and certificates of authorization
• Renew and maintain local business tax registrations and receipts
• Manage relationships with registered agent providers, including oversight of services, costs, and invoice approvals
• Maintain accurate licensing and compliance information across the organization
• Develop and maintain a centralized library of licensing and compliance documentation
• Create, organize, and maintain login credentials and account access for state and professional board systems
• Correct inaccurate or outdated information on file with state agencies and licensing boards
• Monitor Responsible-In-Charge (RIC) and qualifying individual assignments for all firm licenses and coordinate changes when personnel changes occur
• Identify non-compliant licenses or registrations and take corrective action to restore compliance
• Respond to internal licensing and compliance inquiries from operations, business development, legal, and leadership teams
• Research licensing requirements and regulatory matters when guidance is unclear, or new situations arise
• Communicate directly with state agencies, licensing boards, and municipalities via phone and email to resolve issues and obtain clarification as needed

Project-Based / One-Time Responsibilities

• Register new company entities as foreign entities with the Secretary of State, where registration does not currently exist
• Obtain engineering, architecture, surveying, and other professional firm licenses for new or acquired entities in states where licensure is required
• Submit new local business tax registrations for newly established entities or offices
• Coordinate entity withdrawals, license retirements, and closure or transfer of local business tax receipts when entities are no longer active
• Assist with consolidating and retiring legacy entities following acquisitions or reorganizations
• Research and resolve historical licensing discrepancies involving legacy firm names, ownership structures, or previously unreported organizational changes

Additional / Strategic Responsibilities

• Support due diligence and integration activities related to mergers and acquisitions, including licensing assessments and post-acquisition compliance
• Coordinate re-registration or re-licensing activities where prior approvals were obtained using incomplete or inaccurate information
• Maintain organizational records for both licensing and non-licensing entities, including FEINs, addresses, ownership details, and officer/director information
• Submit entity name changes, ownership changes, structure updates, and related filings following acquisitions or corporate reorganizations
• Monitor active project activity related to licensing compliance and report potential concerns to operational leadership
• Maintain and distribute required contract language, licensing disclosures, and standard operating procedures related to contracting under multiple entities
• Assist with contract novation efforts to facilitate entity consolidations and license retirements

Qualifications

• Bachelor’s degree in Business Administration, Paralegal Studies, Pre-Law, or a related field
  
• Minimum of 2-4 years of experience in corporate licensing, professional licensing, compliance, or related administrative functions
• Experience supporting architecture, engineering, surveying, or professional services firms strongly preferred
• Familiarity with Secretary of State filings, Certificates of Authorization, and professional licensing board requirements across multiple states
• Strong organizational and project management skills with the ability to manage multiple deadlines simultaneously
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to independently research regulations and resolve compliance issues
• Proficiency in Microsoft Office Suite and document management systems
• Experience with licensing management software or registered agent platforms preferred

Why you’ll love Stratus

• A team-oriented environment that values transparency, creativity, and shared success
• Meaningful career paths, leadership opportunities, and space to specialize
• Learning&Development – Education and Professional Licensing
• We believe flexible, hybrid work supports the balance and well-being our team deserves
• Excellent Health Care Programs – Medical, Dental, and Vision Insurance
• Company-paid Life Insurance, Short-Term Disability, and Long-Term Disability
• Voluntary Life Insurance options for employees, spouses, and dependents
• 401k Retirement Plan with employer match
• Paid Holidays & Competitive PTO plans

Interested in learning more about Stratus, please visit

Equal Opportunity Statement

Stratus is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Stratus Team’s management Team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.