About the Role:
VDA is seeking a highly organized and detail-oriented Corporate Compliance Coordinator to oversee the administration, maintenance, and renewal of the company's business licenses, registrations, permits, and related compliance filings across multiple jurisdictions.
This role will be responsible for managing the full lifecycle of licensing and registration requirements, including new applications, renewals, amendments, and ongoing compliance tracking. The ideal candidate will possess exceptional organizational skills, strong attention to detail, and the ability to manage multiple deadlines while coordinating with internal stakeholders and external government agencies.
The Corporate Compliance Coordinator plays a critical role in ensuring VDA remains compliant and in good standing to conduct business in all applicable states and municipalities.
Responsibilities:
License & Registration Management
- Prepare, submit, and track applications for new business licenses, permits, registrations, certifications, and related filings.
- Monitor renewal deadlines and ensure all licenses and registrations are renewed timely and accurately.
- Maintain records related to corporate registrations, business licenses, permits, and other regulatory requirements.
- Coordinate amendments, name changes, address updates, and other modifications required by licensing authorities.
- Research jurisdictional requirements for new business operations and expansion into new markets.
- Proactively identify upcoming filing requirements and renewal obligations.
Compliance Tracking & Recordkeeping
- Develop and maintain a centralized database of all company licenses, registrations, permits, and renewal schedules.
- Create reports and provide regular updates regarding license status, upcoming renewals, and compliance requirements.
- Maintain electronic and physical records of filings, approvals, certificates, permits, and supporting documentation.
- Ensure documentation is organized, accessible, and audit-ready.
Internal & External Coordination
- Serve as the primary point of contact for licensing and registration matters.
- Collaborate with Operations, Legal, Finance, Human Resources, and regional leaders to gather information necessary for filings and renewals.
- Communicate directly with state, local, and federal agencies regarding licensing requirements, application status, and compliance inquiries.
- Coordinate with outside consultants, attorneys, and regulatory agencies as needed.
Operational Excellence & Process Improvement
- Establish and maintain processes and procedures to ensure timely filing and renewal of licenses and registrations.
- Continuously assess workflows and identify opportunities to improve efficiency, accuracy, and service quality.
- Lead process improvements that support growth, reduce operational friction, and enhance the customer experience.
- Ensure team adherence to established processes while maintaining flexibility to adapt to evolving business needs.
- Assist in the implementation and maintenance of compliance management tools and tracking systems.
- Collaborate with systems and functional teams to support tool enhancements and workflow automation where appropriate.
Additional Duties and Responsibilities
- Perform other duties and special projects as assigned by the manager.
- Support organizational initiatives and business needs as they arise.
- Adapt to changing priorities and contribute to continuous improvement efforts across the organization.
Minimum Qualifications:
- Associate's degree required; Bachelor's degree preferred.
- 2-5 years of administrative, compliance, licensing, corporate governance, legal support, or regulatory experience preferred.
- Experience managing deadlines, documentation, and multi-state compliance activities is highly desirable.
- Strong understanding of project workflows, capacity planning, and service delivery models.
- Demonstrated experience working cross‑functionally in a matrixed environment.
- Excellent communication, organizational, and problem‑solving skills.
- Ability to balance tactical execution with strategic planning.
Preferred Qualifications:
- Experience in professional services, consulting, or inspection‑based environments.
- Experience scaling teams or processes in a growing organization.
- Familiarity with project management systems, CRM platforms, or workflow tools.
Skills:
- Demonstrated ability to handle confidential and sensitive information with professionalism.
- Strong problem-solving and research abilities.
- Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and SharePoint.
- Ability to work independently while collaborating effectively with cross-functional teams.
- Ability to prioritize multiple projects and deadlines simultaneously.
- Cross‑Functional Collaboration
- Process Improvement & Systems Thinking
- Workload & Capacity Management
- Training & Knowledge Transfer
- Clear & Professional Communication
- Problem Solving & Decision Making
- Client & Stakeholder Management
- Change Management & Adaptability
- Attention to Detail & Quality Focus
- Data‑Informed Thinking
EEO/AA Employer/Veteran/Disabled Statement:
VDA provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.
VDA is committed to maintaining a workplace free from discrimination, harassment, and retaliation. Employment decisions, including recruitment, hiring, compensation, promotion, training, discipline, and termination, are based on business needs, qualifications, merit, and performance.
VDA maintains an affirmative action program consistent with applicable legal requirements and is committed to taking affirmative steps to ensure equal employment opportunities for qualified individuals. VDA supports the employment and advancement of qualified individuals with disabilities, protected veterans, and other individuals covered by applicable affirmative action obligations.
VDA is the global leader in vertical transportation consulting and inspection services. We’ve helped clients with their vertical transportation needs since 1980. Our expertise and services impact the design, reliability, lifespan and safety of vertical transportation equipment.
VDA, Inc. East Hanover, New Jersey, USA Office
East Hanover, NJ, United States
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