Licensing Coordinator

A path for every ambition

At HUB, we believe the best work happens when people are given real space to grow and then given the autonomy to exercise it. We power progress and protect ambition: for the clients who count on us, and equally for the people who make that possible every day.

We’re creative thinkers and determined doers, guided by values that show up in how we work together: with empathy, adaptability, accountability and a genuine commitment to one another’s success. We foster bold ideas, celebrate curiosity and share what we know. Because when people grow, the work they do grows with them.

Our purpose is deeply human: to help people navigate the world on their terms, at their speed, toward their future. We hold that same commitment to the people building careers here.

Whether you’re starting out or leveling up, you’ll find the resources to evolve, the support to take on more and a team ready to back you at every stage.

Your ambition has a home here.

About The Role

Reporting to the National Director, Licensing & Compliance, the Licensing Coordinator is responsible for providing support and guidance to our employees to ensure compliance with the Provincial Insurance regulators. In this role, the Licensing Coordinator will provide transactional support for licensing in accordance with the governing insurance bodies across Canada and ensure that licensing requirements are managed proactively.

The Licensing Coordinator tracks all licensing transactions across the employee lifecycle, including new hires, changes, terminations, and acquisitions, ensuring licences are submitted, active, and in good standing. This includes criminal record and background checks, monthly reconciliations and reporting, and maintaining current job aids and procedures. The role also supports amalgamations, acquisition integrations, and Council investigations as directed by the Designated Representative.

On a continuous basis, this person exercises high levels of confidentiality, and communication in a timely and professional manner with candidates, employees, and management when performing their responsibilities.

What You’ll Do

• With a high degree of accuracy, administers and tracks all transactional support of the licensing life cycle: new application submissions, renewals, license updates and cancellations.
• Works with new hires and newly acquired employees to ensure licensing requirements and license transfers are completed on or before the first day of employment with HUB.
• Works with new leaders to ensure they understand their licensing responsibilities and supervision guidelines.
• Responds to employee inquiries regarding licensing within the established Licensing Department service standards timeframe.
• Assists and ensures Corporate Licenses are obtained and updated in all provinces as required.
• Assists and administers all aspects of amalgamations as directed by the Designated Representative.
• Track and follow up on status for any unlicensed agents. Establish regular reporting cadence.
• Ensures all Errors & Omissions Insurance policy documents are updated with all agents and Provincial Insurance Councils prior to expiry.
• Assist in completion of all contracting submissions for Life Insurance Licensing.
• Completes monthly Mastercard reconciliation and budget reporting for licensing.
• Responsible for ensuring all employee Criminal Record Checks are updated and maintained as required.
• Maintains licensing SharePoint site, procedures manual, job aids, templates and resource training material.
• Ensure established practices and procedures are complied with throughout the organization; and enhances paperless environment with centralized and electronic documentation.
• Cooperate in Provincial Insurance Council Investigations as directed by the Designated Representative.
• Participates in integration of Acquisitions employees throughout licensing transition including ensuring compliance of advertising and logos with Provincial Insurance Councils.
• Work across HUB boundaries where shared resources are needed; give and receive assistance, provide backup support during absences and provide peer-to-peer training.
• Participation in special projects as required.
• Other duties as assigned by the National Director, Licensing & Compliance and others as required.

What You’ll Need For Success

• Post-secondary education in office administration
• Insurance Industry or licensing and compliance experience preferred
• Knowledge of legislation and various government standards
• Basic computer sk