Licensing Administrative Assistant

JF Group; Rancho Cucamonga (CA); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive pay

401(k) match

PTO

Paid holidays

Health benefits

Life insurance

Paid training

Uniforms provided

Job summary

JF Petroleum Group in California seeks a Licensing Administrative Assistant to manage multi-state professional licenses, filings, and related compliance. You will work with license holders and leaders across branch offices to keep licenses current and documentation in order.

Responsibilities include renewing licenses, coordinating education, reviewing contracts, and maintaining Smartsheet master lists. This role requires strong organizational skills, attention to detail, and the ability to adapt

Qualifications

• Experience in licensing, compliance, construction administration, or related field.
• Strong understanding of contractor licensing requirements.
• Excellent executive-level communication skills.
• Strong organizational and research abilities.
• Physical requirements and working conditions described in the posting.

Responsibilities

• Research and maintain professional licensing requirements in multiple states.
• Prepare, submit, track, and renew contractor licenses, city licenses, permits, and business registrations.
• Coordinate continuing education requirements for qualifiers.
• Manage contractor license bonds and certificates of insurance.
• Maintain compliance calendars and documentation.
• Communicate licensing requirements and risks to leadership
• Research and maintain Secretary of State filings for multiple entities in multiple states.
• Ensure all filings and fees are current.
• Assist updating and managing master Smartsheet.
• Monthly reporting on status of licenses, SOS filings, etc.
• Cursory review of legal contracts.
• Preparation of AIA contracts.
• Recording of documents with Clerk of Court offices.

Skills

Licensing compliance

Administration

Communication

Multi-tasking

Tools

Smartsheet

Microsoft Office

Job description

Description

The Licensing Administrative Assistant is responsible for a variety of administrative tasks for JF Petroleum Group and all subsidiaries including but not limited to: maintaining all professional licenses for multiple trades in multiple states, assisting new individual qualifiers in completing their applications, ensuring licenses are current and in good standing, verifying the company and subsidiaries are in good standing with the Secretary of State in the states we operate, paying all fees associated with the renewal of licenses and filings, assisting project managers and project coordinator with construction permitting, and other daily administrative tasks . This individual will work closely with license holders and leaders in branch offices throughout the US.

Job Responsibilities

• Research and maintain professional licensing requirements in multiple states throughout the country at state, county, and municipal levels.
• Prepare, submit, track, and renew contractor licenses, city licenses, permits, and business registrations.
• Coordinate continuing education requirements for qualifiers.
• Manage contractor license bonds and certificates of insurance.
• Maintain compliance calendars and documentation.
• Communicate licensing requirements and risks to leadership
• Research and maintain Secretary of State filings for multiple entities in multiple states.
• Ensure all filings and fees are current.
• Assist updating and managing master Smartsheet.
• Monthly reporting on status of licenses, SOS filings, etc.
• Cursory review of legal contracts.
• Preparation of AIA contracts.
• Recording of documents with Clerk of Court offices.

Requirements

Preferred Qualifications

• Construction industry experience.
• Fuel installation or petroleum industry experience.
• 2+ years of administrative experience
• Knowledge of bonding, insurance certificates, and corporate filings.
• Multi-state compliance experience.
• Ability to multi-task and adapt willingly and quickly to changing priorities and responsibilities
• Results/goal oriented with problem solving ability and a keen eye for detail and deadline awareness.
• Professional and courteous telephone manners are crucial.
• An understanding of permits, project accounting, including job coding, purchase orders, payables, lien waivers, subcontractors’ registrations, and licenses is helpful.

Required Qualifications

• Experience in licensing, compliance, construction administration, or related field.
• Strong understanding of contractor licensing requirements.
• Excellent executive-level communication skills.
• Strong organizational and research abilities.
• Physical Requirements: include occasional lifting/carrying of 20 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting, and kneeling to perform the essential functions. Working conditions are primarily inside an office environment. Prolonged periods sitting at a desk and working on a computer.
• Must be able to meet company’s employment requirements, which includes passing a drug screen, background check, and MVR, if driving for the company

Company offerings:

• Competitive pay
• 401(k) with company match
• Paid time off
• Paid holidays
• Health benefits (Medical, Vision, Dental, Disability)
• Life insurance-company provided
• Paid training for field personnel
• Uniforms provided for field personnel

*JF Construction Services is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or any other legally protected status.