Key Responsibilities
Licensing & Compliance Management

• Process and track license applications, renewals, and reinstatements across multiple states
• Monitor and manage continuing education (CE) requirements, accounts, and due dates
• Follow up on outstanding licensing requirements (including state-specific requirements such as CA, FL, GA, AL)
• Submit and manage background check requests within required timelines
• Track and maintain AML (Anti-Money Laundering) certifications
• Identify licensing gaps and initiate requests for additional state licenses
• Ensure compliance with all regulatory and internal licensing standards

Contracting & Carrier Appointments

• Process, review, and submit agent contracts and contracting documentation
• Submit, track, and manage carrier appointment and appointment requests across multiple states and carriers
• Ensure all contracting and appointment requirements are completed accurately and in a timely manner
• Monitor appointment statuses and follow up with carriers or internal teams to resolve delays
• Maintain accurate records of active, pending, and terminated contracts and appointments
• Support onboarding by ensuring agents are fully contracted and appointed prior to going active

Systems & Data Management

• Maintain and update internal systems including dialer platforms, licensing sheets, dashboards, and tracking tools
• Add and remove states from dialer systems based on licensing and appointment status
• Update agent profiles, including assigning team managers and verifying readiness for production
• Track and log daily licensing, contracting, and appointment activities
• Maintain accurate and organized records across all systems

Reporting & Auditing

• Complete weekly audits of licensing, contracting, and documentation to ensure compliance and accuracy
• Generate and maintain reports related to licensing status, contract status, appointment activity, and sales goals
• Ensure audit reports are accurate, organized, and submitted within deadlines
• Support internal audits by maintaining proper documentation and data integrity

Onboarding & Offboarding Support

• Support onboarding by coordinating licensing, contracting, and appointment setup for new agents
• Verify new agents meet minimum licensing requirements and escalate gaps to leadership
• Manage offboarding processes, including:

1. Terminating or halting contracts and carrier appointments
2. Removing agents from tracking systems and communication lists
3. Coordinating contract termination communications

Communication & Administrative Support

• Manage high-volume email communications related to licensing, contracting, and appointments
• Send status updates, follow-ups, and deficiency notices to agents and internal teams
• Distribute onboarding, milestone, and achievement communications (e.g., new hires, sales goals achieved)
• Collaborate with cross-functional teams to ensure smooth licensing and contracting operations

Qualifications

• 2+ years of experience in licensing, contracting, compliance, or administrative operations (insurance or financial services preferred)
• Experience processing agent contracts and carrier appointments strongly preferred
• Strong understanding of multi-state licensing processes and regulatory requirements
• Experience with background checks, CE tracking, and onboarding compliance preferred
• Proficiency in Microsoft Excel, Google Workspace, and CRM or licensing systems

Skills & Competencies

• Strong attention to detail and accuracy
• Ability to manage multiple priorities and meet strict deadlines
• Excellent organizational and time management skills
• Effective written and verbal communication
• Problem-solving mindset with a focus on compliance and efficiency
• Ability to work both independently and collaboratively

This job description outlines the general responsibilities and requirements of the role. Duties may evolve as business needs change, and additional tasks may be assigned as necessary.
Position Summary
The Licensing & Contracting Specialist is responsible for managing agent licensing, contract processing, carrier appointments, and compliance tracking. This role ensures agents are properly licensed, appointed, and authorized to conduct business across multiple states while maintaining full regulatory compliance. The position requires strong attention to detail, the ability to manage deadlines, and coordination across multiple systems and stakeholders

Dmatrix Soft Srl, located in Brasov city center (Centrul Civic) is a full-service development company with a solid background in dealing with digital experiences. We make use of cutting-edge technology and the best practices in the industry.

Dmatrix Soft Srl is the sister company of Insurance Supermarket Inc., a nationwide financial brokerage headquartered in Toronto, Ontario, Canada. Insurance Supermarket International Inc. provides a wide range of insurance products, by making use of strong technological commitment and marketing expertise.