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The coordinator
(1), (Licensing), supports the licensing team with administrative and data
driven tasks such as making copies, scanning, emailing documents and/or
correspondence to local, state, and federal regulatory licensing agencies,
corporate and operational stakeholders, third-party consultants, and other
individuals or businesses. All the above responsibilities will include
training by tenured or senior licensing specialists.
The ideal
candidate will ensure the highest level of compliance by learning processes
correctly, including tasks associated with maintaining operational licenses
(alcohol, tobacco, health & food, sales tax, etc.) for the 800+ travel
centers operated by Pilot Travel Centers across approximately 47 states in
the U.S. and Canada, with 10,000 licenses renewed annually through the
regulatory agencies previously referenced.
The coordinator
1 (Licensing) role requires completion of an associate’s degree (2 years)
from a verifiable and accredited college or university. Equivalent experience (preferably 2+ years)
with valid employment history.
Accounting and tax knowledge is necessary for understanding the many
license types and payment types, including a flat fee, gross receipt
calculation (primarily for fuel revenue), and often both. Delays in payment processing or submission,
“missed” or “lost” or “not received” invoices, or renewal applications, must
immediately be communicated to licensing manager. A coordinator 1 level role is held to the
same accountability standards as his/her peers. Individuals not ready or willing to accept
or demonstrate the appropriate level of professionalism required, including
responsibility for work product output including meeting deadlines, should
consider this role is appropriate.
Confidentiality
must be adhered to with the understanding the licensing team is responsible
for obtaining and maintaining executive leadership personally identifiable
information (PII) which must be protected for minimal exposure to the
impacted individuals and or the company.
Qualified
candidates must demonstrate the ability to collaborate, work with a team and
independently, participate and engage when appropriate, articulate, verbally
and in writing. Soft skills are as
necessary as learning new technology and essential for communicating with
internal stakeholders and business partners, operational teams including
store personnel, government and regulatory agencies, third party consultants,
etc.
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1. Research, monitor and update as
needed state and/or local licensing-related requirements applicable to retail
store locations or other company business activities.
2.
As
directed or advised, be attentive, learn and watch. Knowledge and/or
experience in tax compliance, and liability analysis performed at the
coordinator level is also essential to think critically and “outside the
box”.
3.
Strong
collaboration and communication skills are a must as they reflect one’s
ability for communicating at any level. “Knowing one’s audience” is a skill
necessary when speaking verbally or in writing via email with various level
of leadership, operations, when attempting to develop business partnerships
and certainly when communicating with regulatory agencies.
4.
Assist
with processes related to receiving, documenting, and store level-status
updates for citations resulting in violations at the store level. Any violations must be immediately
communicated to the licensing manager, team, or peer. Document circumstances
in a clear and concise manner.
5.
Show
up daily prepared to accept assignments given, regardless of complexity,
exhibit a willingness to learn, approach assignments and projects offered
should be received with confidence and assurance for meeting deadlines and
expectations. Daily licensing responsibilities should be accepted with the
same enthusiasm as being offered licensing projects. Developing and/or modifying licensing SOPs
and processes accurately illustrates understanding of often complex data. Support the team, engage, be accountable,
ask questions, and take initiative.
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·
Associate
degree or a minimum of 2 years related experience.
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Experience
in accounting, tax, real estate, compliance, legal (assistant/
administrator/paralegal, etc.), title company analyst or administrator all
include relatable components to licensing.
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Microsoft
Office suite (word, excel, power point, outlook)
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Familiarity
with Avalara License Management ALM, Salesforce, FSM, other other contract or
financial database a plus.
·
Familiarity
with multi-jurisdiction and/or Canadian tax and licensing requirements by
province.
·
Compliance experience or skills
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Excellent analytical and critical
thinking skills
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Detail oriented, highly organized and
methodical, excellent time management abilities
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Excellent verbal and written
communication skills
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Ability to make minor decisions,
work autonomously equally as with teams or groups.
·
Ability to establish priorities and
understand be flexible and open to the necessity to pivot or shift
priorities, change direction at a moment’s notice; multitask with intention, meet
deadlines, resolve problems and/or escalate appropriately. Demonstrate a sense of urgency.
·
Ability to work extended hours as
needed to meet deadlines
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