Compliance and Licensing Coordinator

Heirloom; United States; Remote; USD 75,000 - 120,000; Full time

Benefits offered by this job

Remote work

Biweekly USD pay

Paid time off

Indefinite-term U.S. contractor

Job summary

Heirloom is seeking a senior Licensing & Compliance professional to manage complex, multi-jurisdictional regulatory deliverables ensuring operational continuity and market access. You will autonomously navigate licensing requirements, enforcement matters, and regulatory disputes with strong documentation practices.

The role entails leading license applications, renewals, and expansions, maintaining audit-ready systems, and partnering with legal, operations, and finance to meet deadlines and

Qualifications

• Background: 3-5 years experience in a paralegal or similar administrative support function for a U.S. based company.
• 3+ years experience supporting form filling and application submission for official licenses and permits.
• Fluent command of EnglishExcellent written and verbal communication skills: must provide writing sample
• Meticulously organized and detail oriented
• Experience with real estate law, land use, and zoning strongly preferred, but not required.

Responsibilities

• Own end-to-end case strategy and management for incident reports, regulatory inquiries, enforcement actions, review disputes, and payment disputes, ensuring timely, well-documented, and defensible submissions.
• Lead complex licensing initiatives, including new license applications, renewals, amendments, and jurisdictional expansions, overseeing document strategy, compilation, submission, and follow-through.
• Maintain and continuously improve internal licensing databases and compliance tracking systems to ensure audit-ready records and real-time visibility into regulatory status across markets.
• Proactively monitor code enforcement activity and internal case developments, identifying emerging risks and driving resolution with urgency and precision.
• Serve as a key partner to internal legal counsel on escalated matters, preparing comprehensive documentation packages, fact summaries, and supporting materials for legal review.
• Conduct structured audits of policy enforcement (including cancellation policies and related compliance obligations), identify inconsistencies, and lead corrective action initiatives.
• Develop and refine standardized documentation processes, submission protocols, and case tracking methodologies to enhance compliance reliability and operational efficiency.
• Lead cross-functional coordination with operations, finance, and legal stakeholders to ensure alignment on regulatory requirements and deadlines.
• Support high-impact special projects related to regulatory strategy, compliance infrastructure, and jurisdictional expansion.
• Special projects, as assigned.

Skills

Regulatory compliance experience

Licensing case management

English communication

Documentation & records management

Job description

Overview:

This role sits within the Licensing & Compliance function and serves as a senior-level contributor responsible for managing complex, high-risk regulatory deliverables that are critical to maintaining operational continuity, legal compliance, and market access.

This individual operates with a high degree of autonomy, exercising sound judgment in navigating multi-jurisdictional licensing requirements, enforcement matters, and regulatory disputes. The role requires effective prioritization, rigorous documentation standards, and proactive risk mitigation to ensure the business remains fully compliant in all active markets.

Essential Functions:

• Own end-to-end case strategy and management for incident reports, regulatory inquiries, enforcement actions, review disputes, and payment disputes, ensuring timely, well-documented, and defensible submissions.
• Lead complex licensing initiatives, including new license applications, renewals, amendments, and jurisdictional expansions, overseeing document strategy, compilation, submission, and follow-through.
• Maintain and continuously improve internal licensing databases and compliance tracking systems to ensure audit-ready records and real-time visibility into regulatory status across markets.
• Proactively monitor code enforcement activity and internal case developments, identifying emerging risks and driving resolution with urgency and precision.
• Serve as a key partner to internal legal counsel on escalated matters, preparing comprehensive documentation packages, fact summaries, and supporting materials for legal review.
• Conduct structured audits of policy enforcement (including cancellation policies and related compliance obligations), identify inconsistencies, and lead corrective action initiatives.
• Develop and refine standardized documentation processes, submission protocols, and case tracking methodologies to enhance compliance reliability and operational efficiency.
• Lead cross-functional coordination with operations, finance, and legal stakeholders to ensure alignment on regulatory requirements and deadlines.
• Support high-impact special projects related to regulatory strategy, compliance infrastructure, and jurisdictional expansion.
• Special projects, as assigned.

Requisites

• Background: 3-5 years experience working in a paralegal or similar administrative support function for a U.S. based company.
• 3+ years experience supporting form filling and application submission for official licenses and permits.
• Fluent command of EnglishExcellent written and verbal communication skills: must provide writing sample
• Meticulously organized and detail oriented
• Experience with real estate law, land use, and zoning strongly preferred, but not required.

Benefits:

• 100% remote work
• Biweekly pay in USD
• Paid time off
• Indefinite-term U.S. contractor agreement