Office Administrator

Job Title : Licensing Specialist
Location : White Plains, NY 10601 (Hybrid)
Work Arrangement : Hybrid Onsite Tuesday through Thursday; Remote Monday and Friday
Contract Duration : 12 Months of contract
Work Schedule : 37.5 hours per week
Department : Field Express
Interview Process : Two virtual interviews followed by a third, onsite interview


Job Summary
We are seeking a detail-oriented and customer-focused Licensing Specialist to support the end-to-end licensing process for Life/Health and Securities candidates. This role is responsible for coordinating licensing activities, managing examination registrations, responding to candidate and field inquiries, maintaining accurate licensing records, and ensuring candidates progress efficiently through the licensing process.
The ideal candidate will have strong customer service and communication skills, excellent organizational abilities, and the ability to manage a high volume of phone calls, emails, and administrative tasks in a fast-paced environment.
Key Responsibilities

• Coordinate, prepare, and organize licensing materials and enroll agents in applicable licensing programs.
• Respond to licensing-related inquiries from candidates, agents, field managers, and internal business partners via phone and email.
• Manage a high volume of approximately 150 200 inquiries per day while maintaining professional communication and excellent customer service.
• Communicate upcoming licensing classes, schedules, exam requirements, and next steps to candidates.
• Maintain the licensing calendar, schedule examinations and classes, and send reminders and follow-up communications.
• Manage the Securities Industry Essentials (SIE) licensing process for first-time candidates and retakers.
• Initiate registrations and retake registrations for Series 6, Series 7, Series 63, and Series 66 examinations.
• Monitor candidate progress, exam results, and licensing timelines to ensure timely completion of required steps.
• Maintain and reconcile licensing records across FINRA reports, STC Study Progress, licensing dashboards, and internal tracking systems.
• Support licensing reports, incentive programs, and mandatory licensing initiatives by providing accurate and timely information.
• Identify and resolve licensing-related issues and coordinate with relevant teams to minimize processing delays.
• Maintain process documentation and contribute to improvements in licensing operations.

Required Qualifications

• Strong customer service and customer support experience.
• Excellent phone etiquette and professional verbal and written communication skills.
• Experience handling a high volume of inbound and outbound calls and email inquiries.
• Strong active listening, problem-solving, and customer-focused communication abilities.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks, competing priorities, and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office applications, email, calendars, and tracking systems.
• Ability to maintain accurate records and handle administrative and reporting tasks.
• Willingness and ability to commute to the White Plains, NY office three days per week.

Preferred Qualifications

• Experience in licensing operations, financial services, insurance, or securities administration.
• Familiarity with FINRA licensing processes and securities examinations, including SIE, Series 6, Series 7, Series 63, and Series 66.
• Experience with examination registration, candidate tracking, reporting, and licensing documentation.
• Familiarity with Prometric scheduling, STC Study Progress, or similar licensing platforms.

Work Location Requirements
This is a hybrid position requiring onsite work Tuesday through Thursday and remote work Monday and Friday. Candidates must be comfortable commuting to the White Plains, NY office. Candidates residing in Westchester County or nearby areas are preferred for commuting purposes.
Business Impact
The Licensing Specialist plays a key role in supporting agent onboarding, ensuring timely progression through licensing requirements, maintaining accurate records, supporting regulatory compliance, and providing responsive service to candidates, field managers, and internal business partners.