Licensing and Permits Specialist

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) Specialist performs complex licensing and registration work and provides related administrative support to the Corporate Development department. This is a fulltime nonexempt, hourly office position, eligible for a hybrid work arrangement (office and work from home) and is based out of the Newton Corporate Office. The position reports directly to the Associate Director, Corporate Development.

The L & P Specialist supports the oversight of regulatory matters and strategy implementation to ensure the organization complies with applicable regulations and performs complex licensing and registration work. Work involves receiving, preparing, reviewing, and submitting license, permit, certificate, and registration applications; reviewing for completeness and compliance with statutes and rules and interacts with governmental officials during the process. Responsibilities also include Interpreting and explaining licensing, permitting, certification and registration processes, statutes, and rules to other departments and internal customers. Monitors compliance with existing regulations and upcoming or changing regulations. Performs impact analysis of regulatory changes and produces status reports. Participates in processes to report, investigate, and address any issues of non-compliance.. Other permitting, regulatory and compliance related projects and duties may be assigned. Hourly rate between $33 - $43 per hour depending upon 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.

• Accountable for accurate, timely and complete industry, environmental and regulatory applications, forms and documents and the submission and payment thereof. In coordination with Accounting and EH&S Depts., obtain initial and renewals of required licenses, permits, certifications, and registrations in multiple states and municipal jurisdictions where Henley and affiliates operate and/or own real estate.
• Occasional representation before municipal boards or in-person application submission may be required. Enlisting the assistance of Operation and/or Facilities staff will be required at times.
• Maintain database and electronic files of all regulatory licenses, permits, certifications, and registrations, including obtaining current issuance of same, scanning, and uploading to company software for tracking of trigger dates (renewal periods, generating reports for the various departments upon request, etc.), and for ready accessibility by the various departments as well as Service Center Management.
• Regularly monitors new local, state, and federal compliance requirements to notify and coordinate with various departments to keep Henley in compliance. This may involve applying for new and/or updating existing licenses, certifications and permits as well as updating internal procedures.
• Collaborate with cross-functional teams to ensure adequate flow of information and documents among departments.
• Regularly analyze the processes and procedures of filing and maintaining the numerous regulatory permits and licenses for efficiency. Propose and implement new processes to streamline and eliminate any redundancy.
• Liaison with Operations and other Departments regarding regulatory compliance matters.
• Work closely with the Corporate Development Department and others assigned to actively participate in the acquisition process including research of potential sites for licensing, permitting, certifications and registration, and any other state and local regulatory requirements or other necessary considerations. Obtain licenses, permits, certifications, and registrations for new service centers/real estate properties.
• Handle sensitive and/or confidential documents and information with appropriate discretion.
• Perform other administrative and clerical duties as assigned including but not limited to assisting the Associate Director, Corporate Development with research and organization of data related to Henley’s facilities.

QUALIFICATIONS

Skills and Competencies

• PC skills: intermediate knowledge of Quick Base software and Microsoft Office (including Outlook, Word and Excel)
• Proficient with online research
• Organizational skills: ability to multi-task and manage work flow 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 effectively 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.
• Regulatory paralegal or related compliance or regulatory administrative experience strongly preferred
• Automotive Industry exposure/experience helpful but not required

ENVIRONMENT & PHYSICAL REQUIREMENTS

• 90% 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.