Job Description

Henley Enterprises Inc., Henley Pacific LLC and our associated entities operate as a privately-owned Franchisee of Valvoline Instant Oil Change (VIOC) currently operating over 265 VIOC locations in Massachusetts, New Hampshire, Rhode Island, Maryland, Virginia, Delaware, Florida and California. The Company has grown rapidly and is projecting continued growth moving forward.

POSITION SUMMARY:

The Licensing & Permits (L & P) Coordinator is a fulltime nonexempt, hourly office position, eligible for a hybrid work arrangement (office and work from home), based out of the corporate office in Newton, Massachusetts. The position is within the Corporate Development department and reports to the Associate Director, Corporate Development.

The L & P Coordinator will work in a team environment with responsibilities to include maintaining regulatory compliance with the various permits, licenses, and registrations; the timely, accurate processing and completion of those submissions, and providing general administrative and clerical support to the Corporate Development department. Starting pay is $30 to $35 per hours based on experience.

ESSENTIAL JOB FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain the database and electronic files of all regulatory permits, licenses, and fees to allow tracking for trigger dates (renewal periods, generating reports for the various departments, etc.)
• Process all necessary industry, environmental, and regulatory permits, licenses and fees, including timely filing of applications and payment of fees online or in coordination with Accounts Payable.
• Analyze the procedures and processes of filing and maintaining the numerous regulatory permits and licenses to eliminate redundancy and improve efficiency
• Conduct routine audits of current permits, licenses and registrations to ensure compliance with current regulations.
• Daily monitoring and organization of the shared email box to respond and/or disseminate in a timely manner.
• Research and maintain signage ordinances by facility
• Handle sensitive and/or confidential documents and information
• Scan records and documents to company software and maintain the electronic filing system Perform other administrative and clerical duties as assigned.

QUALIFICATIONS

Skills and Competencies

• PC skills: intermediate knowledge of Quickbase software and Microsoft Office (including Outlook, Word and Excel)
• Proficient with online research
• Organizational skills: ability to multi-task and manage workflow with focus on priorities and deadlines
• Detail orientation: strong alpha and numerical skills, thorough and precise recordkeeping
• Reliability: dependable, strong follow through, self-sufficient
• Communication: clear, concise written and verbal communication skills
• Interpersonal skills: ability to work effectively with internal and external resources
• Ability to work independently and perform as a self-starter
• Ability to interact professionally with peers and management
• Diligent in following-up on tasks as necessary
• Legible Penmanship

Education and Experience

• High School degree required; prefer some college or post-secondary education
• 1 – 2 years of clerical, administrative or comparable office work experience preferred
• Industry exposure/experience helpful but not required

ENVIRONMENT & PHYSICAL REQUIREMENTS

• 90-95% of work in a climate-controlled internal office environment working under normal office conditions.
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers to feel and handle, reach with arms and hands, talk and hear. While performing the duties of this job, the employee may incidentally be required to stoop, kneel and crouch, lift weight or exert a force up to a maximum of 25 pounds.
• A current valid driver’s license and insurability rating is required; 5-10% of time personal vehicle use, and local travel may be required.

The above description is not intended to be an "all-inclusive" list of the duties and responsibilities of the job described, nor is it intended to be such a listing of the skills and abilities required to do the job. Rather, it is intended only to describe the general nature of the job.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Henley Enterprises, Inc. and its affiliates are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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