Licensing and Compliance Manager

Description:

EspriGas brings a modern approach to the $130 billion gas industry by utilizing a network business model to deliver products nationwide. We leverage our unique service and technological capabilities to handle the complex logistical needs of large, multi-site companies through a national network of gas supply partners. Our customers include Fortune 1000 companies across various industries, such as food and beverage, healthcare, construction, manufacturing, etc. Examples include providing medical gas to large clinic chains, pet hospitals, CO2 for top restaurant chains such as Panda Express, and supplying bulk propane to railroad companies. Our industry produces, distributes, and sells atmospheric gases and other specialty products.

Purpose of the Position

The Licensing & Compliance Manager supports the company’s multi-state licensing and registration processes by tracking requirements, preparing documentation, and submitting applications and renewals. This role helps ensure required licenses, permits, and registrations remain current and organized across jurisdictions.

This position also supports the collection and maintenance of customer licensing and contract-related documentation needed for customers to purchase Espri’s products (e.g., medical gases), helping maintain compliant and uninterrupted operations.

Responsibilities

Licensing & Registration Support (Multi-State)

Maintain a state-by-state licensing/registration tracker for activities related to medical gases, food-grade gases, and propane.

Prepare and submit new applications, renewals, and amendments by following established processes and checklists.

Track renewal deadlines and send reminders to ensure documentation is collected in advance.

Maintain an organized central repository of licenses, permits, applications, and supporting documents.

Communicate with state agencies and third-party partners to submit materials and confirm receipt or approvals.

Escalate complex regulatory questions or issues as appropriate.

Customer Compliance Documentation

Maintain and update records of customer licensing required to purchase products.

Request updated licensing from customers and track completion.

Ensure documentation is stored accurately and accessible for internal use.

Contract & Insurance Documentation

Track certificates of insurance and other required compliance documentation tied to customer and supplier contracts.

Request updated documents from customers, suppliers, and partners as needed.

Maintain organized records aligned with contract requirements.

Systems & Administrative Support

Use Asana to track tasks, deadlines, and renewal workflows.

Maintain accurate documentation within Salesforce and Microsoft Dynamics BC.

Provide routine status updates on upcoming renewals, missing documents, and submissions.

Support process improvements that enhance organization, efficiency, and accuracy.

Assist with special or cross-functional projects, tasks, and initiatives as assigned.

Qualifications

Bachelor’s degree in Business Administration or a related field preferred

1-3 years of experience in administrative support, licensing coordination, compliance support, or document management

Experience tracking deadlines, renewals, or regulatory documentation preferred

Familiarity with CRM or ERP systems (Salesforce, Microsoft Dynamics BC, or similar) preferred

Experience in a regulated or multi-state environment is a plus

Experience supporting audit readiness and documentation control preferred

Key Competencies

Proactive problem-solver with a high level of attention to detail.

Self-starter who takes initiative and follows through on responsibilities.

Exceptional organizational, time management, and multitasking abilities.

Strong written and verbal communication skills across varying audiences.

Excellent written documentation and recordkeeping skills, with a focus on audit readiness.

Continuous learner with a passion for operational excellence and ongoing process improvement.

Strong project management skills, with the ability to prioritize and manage competing deadlines effectively.

Demonstrated ability to manage a high-volume renewal portfolio with strong attention to detail and consistent on-time execution.

Ability to coordinate across Sales, Operations, Finance, and Legal; comfortable communicating with state agencies and third-party partners.

Ability to establish and maintain strong working relationships with customers, managers, supply partners, and teammates at EspriGas.

Travel:

5%

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job and may change at any time, with or without notice.

Total Rewards package

Here are just some ways we support and invest in our fantastic team:

Health benefits with coverage on day one.

Robust paid leave following the birth or adoption of a child.

Hybrid and remote environments allow for collaboration, creativity, and some quiet time to focus.

Professional development, certification, and learning resources to invest in every team member.

Wellness programs offering access to free counseling and health and wellness programs.

Competitive compensation because we are looking for top talent.

A growth environment where creative thought drives limitless potential.