Project Coordinator, State Licensing

Summary

We are seeking a detail-oriented and highly organized Entry Level Project Coordinator to join our State Licensing team. This role supports the filing, tracking, and maintenance of insurance-related licenses and registrations across multiple states, including Certificate of Authority (COA), Third-Party Administrator (TPA), Utilization Review Agent (URA), Stop Loss, and related lines of authority. The ideal candidate thrives in a compliance-driven environment, communicates proactively, and takes pride in keeping complex administrative workflows on track.

• Prepare initial and renewal applications for COA, TPA, URA, stop loss, and related license types across all required states for review
• Gather required supporting documentation (financials, organizational charts, biographical data, surety bonds, etc.) for state filings
• Track filing deadlines and renewal dates using an internal calendar or licensing management system
• Coordinate payment of filing fees and maintain accurate records of transactions
• Monitor application status and follow up with state departments of insurance (DOIs) as needed
• Organize and maintain a centralized repository of licenses, certificates, and correspondence with state regulators
• Scan, index, and file hard-copy and electronic licensing documents in accordance with retention policies
• Pull and distribute current licenses, certificates of authority, and related filings upon internal request
• Ensure all documents are version-controlled and accessible to appropriate stakeholders
• Maintain up-to-date licensing status trackers across all jurisdictions and entity types
• Flag compliance risks or approaching deadlines to the Licensing Manager for timely resolution
• Assist with audits by pulling required documents and preparing organized filing binders
• Liaise with internal departments (Legal, Finance, Operations) to collect information needed for state submissions
• Perform additional assignments as needed

• Strong organizational skills with the ability to juggle multiple tasks and deadlines without letting things fall through the cracks
• High attention to detail and accuracy in data entry, document preparation, and recordkeeping
• Proficient in Microsoft PowerPoint, Word and Excel, Google Suite (Google Drive, Sheets, Slides, Docs) and comfortable picking up new software quickly
• Clear written and verbal communication skills — you’ll be corresponding with state regulators and internal teams
• Self-starter mentality with a willingness to ask questions and learn on the job

• Bachelor's degree (B.A.) from a four-year college or university in Business Administration, Healthcare Administration, Public Administration, or a related field (recent graduates encouraged to apply)

• During the duties of this job, the employee is regularly required to sit; use hands to handle or feel; talk; and hear.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• The noise level in the work environment is usually mild.

• Health plan: 100% employer-covered medical premiums for you and 50% coverage for dependents on the base plan; $0 copays and $0 deductibles (with completion of our Baseline Visit)
• Preventive and primary care built-in
• Mental health support (Rula, Televero, Two Chairs, Recovery Unplugged)
• One-on-one care navigation
• Chronic condition programs (diabetes, weight, hypertension)
• Maternity and family planning support
• 24/7/365 Curative Telehealth
• Pharmacy benefits
• Comprehensive dental and vision coverage
• Employer-provided life and disability coverage with additional supplemental options
• Flexible spending accounts
• Flexible work options: remote and in-person opportunities
• Generous PTO policy plus 11 paid annual company holidays
• 401(k) for full-time employees
• Up to 8–12 weeks paid parental leave, based on role eligibility