Licensing Administrator (TN)

Matthews™; Nashville (TN); On-site; USD 60,000 - 70,000; Full time

Job summary

Matthews Real Estate Investment Services, Inc. in Nashville, TN is seeking a detail-focused Paralegal to manage licensing for brokers nationwide. The role emphasizes accuracy, deadline discipline, and proactive communication with state agencies and internal teams.

You’ll work on-site under senior attorneys and the VP, leveraging AI tools to streamline licensing workflows and ensure timely submissions. Prior licensing experience and MS Office proficiency are required.

Qualifications

• 3-4 years of experience in an administrative, licensing, or similar detail-driven role.
• Experience preparing, completing, and submitting license applications and renewals.
• Exceptional attention to detail and ability to meet deadlines consistently.
• Strong written and verbal communication skills; proficient with Microsoft Office and learning new technology (AI tools).

Responsibilities

• Run the day-to-day licensing engine for the Company and brokers nationwide.
• Maintain accurate records of license information, applications, renewals, and deadlines.
• Communicate with brokers, internal teams, and state licensing agencies to move applications.
• Learn from senior counsel and leverage technology to automate workflows.

Skills

Administrative experience

Attention to detail

Organization & deadline management

Tech-savvy with AI tools

Education

Associate’s or Bachelor's degree

Tools

Microsoft Office

Claude AI

Salesforce

Job description

Matthews Real Estate Investment Services, Inc. (the “Company”) is a leading commercial real estate brokerage and investment services company. Our Legal Department is charged with keeping a nationwide army of real estate brokers licensed and compliant, allowing them to focus more on performing real estate brokerage and less on the shifting requirements of a highly regulated industry. You will be at the center of that operation, working together with our Senior Paralegal and our exceptional in-house attorneys to keep the licensing machine running on time, every time, at all times.

This role is located on-site in our Nashville, TN office.

What You’ll Actually Do:

Run the day-to-day licensing engine. Real estate brokerage is a highly regulated business, and our agents cannot broker deals if they, and the Company, are not licensed. You will prepare, complete, and submit license applications, transfers, and renewals for the Company and its brokers, nationwide. This requires incredible attention to detail and an ability to track, and keep, deadlines. We hate surprises when it comes to licensing, and you will be the reason there never are any.

Track everything. You will maintain accurate, up-to-date records of license information, applications, renewals, and deadlines across the country. When someone asks about the status of a license, you will know the answer or exactly where to find it.

Communicate constantly. You will work directly with our brokers, internal teams, and state licensing agencies to answer questions, chase down signatures, and keep applications moving. Patience, persistence, and a friendly follow-up (and a second follow-up, and a third) are all part of the job.

Learn from the best. You will report to the Vice President | Deputy General Counsel and work under the day-to-day guidance and mentorship of our Senior Paralegal. There is real room to grow in this role and with the Legal Department; come in ready to learn, and we will teach you the rest.

Build with Technology. Matthews is a tech-forward company, and the Legal Department is no exception. You will use AI tools, including Claude, automation tools, and modern legal tech to automate your workflows and maximize your efficiency. You don’t need to be a programmer or have a computer science degree, but you need to be willing to learn and adopt new technology.

Be a team player. You will work with attorneys, brokers, and agents, as well as Compliance, Operations, and HR personnel, all day, every day. Good energy, enthusiasm, and exceptional interpersonal skills are a must.

Qualifications:

Required:

• 3-4 years of experience in an administrative, licensing, or similar detail-driven role.
• Prior experience preparing, completing, and submitting license applications and renewals is essential.
• Exceptional attention to detail. Forms must be complete, accurate, and submitted on time, every time.
• Strong organization and deadline management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and comfort learning new technology, including AI tools (particularly Claude).

Preferred:

• Real estate, brokerage, or other regulated-industry licensing background.
• Experience with state licensing agencies, regulatory portals, or government filings.
• Familiarity with Salesforce.
• Associate’s or Bachelor’s degree.

Key Attributes for Success:

• Process-oriented people with a strong commitment to accuracy and follow-through.
• Organizational skills and an ability to turn the potential chaos of administrating hundreds of agent and Company licenses, in dozens of states, into order.
• Proactive and resourceful self-starters who are also coachable, take feedback well, learn fast, and listen when they are told what needs to be done. You don't need to know everything on day one. We'll train you on what you don't know.
• People who find genuine satisfaction in a completed checklist and a clean tracker.

Salary Range: $60,000 - $70,000

MREIS is an Equal Opportunity Employer; employment with MREIS is subject to proven merit, competence and qualifications and will not be influenced in any manner by race, color, gender, religion, national origin/ethnicity, disability status, veteran status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.