Operations & Licensing Support Specialist

Prestige Care Inc.; Vancouver (WA); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical plans

HSA/FSA

Dental and vision insurance

Company paid life and AD&D

Job summary

Prestige Care and Rehabilitation - Pinewood Terrace is seeking a detail-oriented Operations & Licensing Support Specialist to manage regulatory, licensing, insurance and administrative functions across communities in Vancouver, WA.

You will oversee license tracking, CHOW/CHOM filings, fleet registrations, insurance renewals, executive calendar management, and cross-departmental project support, ensuring timely submissions and accurate records.

Qualifications

• Minimum 1–2 years of experience in operations support, licensing or regulatory compliance, project coordination, legal or executive administrative support.
• Experience with state licensing agencies or Secretary of State filings is a plus.
• Proficient with Microsoft Office, especially Excel for tracking and reporting.
• Strong organization and attention to detail, with the ability to manage multiple deadlines at once.
• Excellent customer service, problem-solving and reasoning skills. Able to take initiative and handle confidential information with discretion.

Responsibilities

• Prepares, submits and tracks facility license applications and renewals with state regulatory agencies for senior living and skilled nursing communities.
• Prepares and processes Change of Ownership (CHOW) and Change of Management (CHOM) filings, coordinating required documents and deadlines with agencies, Legal and Operations.
• Obtains and renews business licenses, CLIA certificates and MDC numbers, and files annual reports with Secretaries of State and local jurisdictions so that entities remain in good standing.
• Maintains a centralized license tracker for all communities and entities, monitors expiration dates and fees, and sends advance reminders so renewals are submitted on time.
• Manages fleet vehicle registrations and renewals, keeps authorized driver records up to date, and coordinates vehicle accident reporting.
• Serves as point of contact with licensing agencies for routine filings, inquiries and correspondence; escalates complex or adverse matters to leadership and Legal.
• Maintains organized electronic and paper records of licenses, certificates, filings and agency correspondence in accordance with company retention policy.
• Maintains survey records for all communities, updates the survey tracker, and monitors survey-related fees, plans of correction and deadlines.
• Coordinates annual renewals for General and Professional Liability (GL/PL), Property, Employment Practices Liability (EPLI) and other non-benefit insurance, gathering exposure data and documents for brokers and carriers.
• Reviews and tracks non-benefit insurance claims, communicates with brokers, carriers and third-party administrators, and keeps claim records current.
• Manages executive calendars, including conference registrations, travel arrangements and client meetings.
• Coordinates vendor business reviews by scheduling meetings, gathering performance and contract information, and tracking follow-up items.
• Supports the Operations and Clinical teams by coordinating projects, answering inquiries, attending meetings, taking notes and communicating information as directed.
• Researches and collects data to create operations, clinical, licensing and survey reports. Prepares and distributes reports and metrics to designated audiences.
• Participates in continuous process improvement of operations and clinical programs. Supports initiatives through project coordination and implementation.
• Assists with daily operations of the CNA Program by tracking class schedules, recruiting students and compiling completion data.
• Collaborates cross-functionally with Legal, HR, Finance and community leadership to keep processes and information aligned between departments.
• Performs general administrative duties, including correspondence, invoice and expense processing, and maintaining spreadsheets and files.
• Maintains professional knowledge of skilled nursing and assisted living, and stays informed on industry and state regulatory changes.
• Performs other duties as assigned.

Skills

Organizational skills

Attention to detail

Customer service

Problem-solving

Discretion with confidential info

Education

Associate's degree in business / healthcare administration or related field

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Online filing portals

Document management systems

Job description

Must be able to be onsite in Vancouver, WA 2-3 days a week

POSITION SUMMARY

The Operations & Licensing Support Specialist is responsible for managing and coordinating key regulatory, licensing, insurance, and administrative functions to support organizational compliance and operational efficiency across all communities and business entities. Core responsibilities include overseeing facility and business licenses, tracking renewals and regulatory deadlines, maintaining survey and compliance records, coordinating fleet registrations, and incident claims.

Serving as a central point of contact for licensing and regulatory matters, this role ensures accurate recordkeeping, timely submissions, and effective communication with regulatory agencies and internal stakeholders. The Operations & Licensing Support Specialist also provides administrative and project support to the Operations and Clinical teams and company executives, including executive calendar management, vendor business review coordination, and cross-departmental initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Licensing and Regulatory Compliance

• 1.Prepares, submits and tracks facility license applications and renewals with state regulatory agencies for senior living and skilled nursing communities.
• 2.Prepares and processes Change of Ownership (CHOW) and Change of Management (CHOM) filings, coordinating required documents and deadlines with agencies, Legal and Operations.
• 3.Obtains and renews business licenses, CLIA certificates and MDC numbers, and files annual reports with Secretaries of State and local jurisdictions so that entities remain in good standing.
• 4.Maintains a centralized license tracker for all communities and entities, monitors expiration dates and fees, and sends advance reminders so renewals are submitted on time.
• 5.Manages fleet vehicle registrations and renewals, keeps authorized driver records up to date, and coordinates vehicle accident reporting.
• 6.Serves as point of contact with licensing agencies for routine filings, inquiries and correspondence; escalates complex or adverse matters to leadership and Legal.
• 7.Maintains organized electronic and paper records of licenses, certificates, filings and agency correspondence in accordance with company retention policy.

Clinical

• 8.Maintains survey records for all communities, updates the survey tracker, and monitors survey-related fees, plans of correction and deadlines.

Insurance and Risk

• 10.Coordinates annual renewals for General and Professional Liability (GL/PL), Property, Employment Practices Liability (EPLI) and other non-benefit insurance, gathering exposure data and documents for brokers and carriers.
• 11.Reviews and tracks non-benefit insurance claims, communicates with brokers, carriers and third-party administrators, and keeps claim records current.

Executive and Operations Support

• 12.Manages executive calendars, including conference registrations, travel arrangements and client meetings.
• 13.Coordinates vendor business reviews by scheduling meetings, gathering performance and contract information, and tracking follow-up items.
• 14.Supports the Operations and Clinical teams by coordinating projects, answering inquiries, attending meetings, taking notes and communicating information as directed.
• 15.Researches and collects data to create operations, clinical, licensing and survey reports. Prepares and distributes reports and metrics to designated audiences.
• 16.Participates in continuous process improvement of operations and clinical programs. Supports initiatives through project coordination and implementation.
• 17.Assists with daily operations of the Certified Nursing Assistant (CNA) Program by tracking class schedules, recruiting students and compiling completion data.
• 18.Collaborates cross-functionally with Legal, HR, Finance and community leadership to keep processes and information aligned between departments.
• 19.Performs general administrative duties, including correspondence, invoice and expense processing, and maintaining spreadsheets and files.
• 20.Maintains professional knowledge of skilled nursing and assisted living, and stays informed on industry and state regulatory changes.
• 21.Performs other duties as assigned.

COMPANY WIDE RESPONSIBILITIES

• 1.Demonstrates Core Values of Respect, Integrity, Commitment and Trust.
• 2.Supports a dignified and caring atmosphere with residents, residents’ families, visitors and staff.
• 3.Protects privacy and confidentiality of information pertaining to residents, employees, the facility, and company information and records.
• 4.Maintains a safe and secure working environment and practices safe working habits.

QUALIFICATIONS AND EXPERIENCE

Minimum of 1–2 years of experience in operations support, licensing or regulatory compliance, project coordination, legal or executive administrative support, or an equivalent combination of education and experience. Skilled nursing or assisted living experience preferred; experience with state licensing agencies or Secretary of State filings is a plus. Proficient with the Microsoft Office suite, especially Excel for tracking and reporting. Familiarity with commercial insurance renewals and claims (GL/PL, Property, EPLI) is a plus. Able to quickly learn online filing portals and document management systems. Strong organization and attention to detail, with the ability to manage multiple deadlines at once. Excellent customer service, problem-solving and reasoning skills. Able to take initiative, work with minimal supervision, and handle confidential information with discretion.

EDUCATION

Associate’s degree in business, healthcare administration or a related field, or equivalent knowledge and skills obtained through a combination of education, training and experience. Bachelor’s degree preferred.

EOE/M/F/VETS/DISABLED – At Prestige, it is our promise to personally touch lives every day. It is a philosophy of caring based on our core values of integrity, trust, commitment, and respect, that are at the center of all that we do. We are committed to a diverse and inclusive workforce that represents all of us, coming from different experiences, cultures, backgrounds, and viewpoints. Inclusion is the way we treat one another and how we celebrate what makes us different.

Prestige is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Who is Prestige Care/Prestige Senior Living?

Prestige Care is a family of over assisted living and memory care communities in Oregon and Washington. We are an organization of over 500 team members who serve thousands of residents, where we have the privilege of personally touching their lives every day. We have four core values of integrity, trust, commitment, and respect that guide everything that we do. With a strong commitment to career development and advancement, Prestige Care is a employer that can help you achieve your career goals and objectives. With a healthcare career at Prestige Care, you will enjoy a collaborative, team-oriented environment where your work truly matters at the end of every day.

Summary of Benefits

• Full-time team members are eligible forPrestige’s comprehensive benefit package including choice of medical plans,HSA/FSA accounts, dental and vision insurance, and company paid life andAD&D insurance. All team members are eligible to participate in thecompany’s retirement plans with a company match for those who meet the hoursand service requirements. Additional benefits include Employee AssistanceProgram and Education Reimbursement program.
• PTO:
• AL/PCI Salary: Accrue PTO at rate of0.0615/hour during their first year/16 days.
• PCI Hourly: Full-time and Part-Time team members (over20 hours/week) accrue PTO at rate of 0.0423/hour during their first year.