Licensing & Contracting Specialist
Position Summary
The Licensing & Contracting Specialist is responsible for overseeing and managing all licensing, registration, contracting, onboarding, and compensation administration activities for financial advisors and support associates within our firm. This position serves as a critical resource to advisors, broker-dealer personnel, insurance carriers, state regulatory agencies, and internal departments to ensure all licensing, registration, appointment, and compensation requirements are completed accurately, timely, and in accordance with regulatory standards.
The ideal candidate possesses extensive knowledge of securities licensing and registration processes, insurance and annuity carrier contracting, state insurance regulations, continuing education requirements, and advisor onboarding/offboarding procedures. This individual must demonstrate exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced financial services environment.
Key Responsibilities
Securities Licensing & Registration
- Manage securities licensing and registration processes for financial advisors and registered associates.
- Work with broker-dealer to ensure accurate Form U4 and U5 submissions, amendments, disclosures, and maintenance.
- Request registrations through FINRA, state securities regulators, broker-dealers, and affiliated entities.
- Monitor registration statuses and ensure timely completion of licensing requirements.
- Assist advisors with exam registrations and licensing preparation processes.
- Serve as liaison between advisors, OSJ supervision staff, and broker-dealer registration departments.
Insurance & Annuity Contracting
- Manage advisor contracting and appointment processes with insurance and annuity carriers.
- Prepare and submit carrier contracting applications, appointment paperwork, and required documentation.
- Track pending carrier appointments and follow through to approval.
- Coordinate carrier transfer requests, hierarchy changes, and contract modifications.
- Maintain carrier contracting records and appointment databases.
- Assist advisors with carrier onboarding and access to carrier systems and resources.
- Monitor appointment renewals and carrier-specific requirements.
- Resolve contracting and appointment issues directly with carrier licensing and contracting departments.
Regulatory & State Agency Licensing
- Oversee state insurance licensing requirements across multiple jurisdictions.
- Process resident and non-resident insurance license applications.
- Monitor state licensing expirations and renewal deadlines.
- Coordinate fingerprinting, background checks, and state-specific requirements.
- Ensure compliance with state insurance department regulations.
- Maintain awareness of changing licensing regulations and communicate impacts to advisors and management.
- Serve as primary point of contact for state licensing inquiries and issues.
Continuing Education & Annual Requirements
- Track and monitor insurance continuing education (CE) requirements.
- Monitor FINRA Regulatory Element and Firm Element obligations.
- Oversee annual carrier certifications, anti-money laundering training, and other regulatory requirements.
- Communicate upcoming deadlines and deficiencies to advisors.
Compensation & Rate Management
- Maintain advisor compensation schedules and commission payout structures.
- Coordinate compensation rate updates with carriers, broker-dealers, and internal systems.
- Review compensation discrepancies and assist with resolution.
- Maintain advisor hierarchy and compensation records.
- Support commission reconciliation and compensation reporting efforts.
- Assist management with compensation analysis and advisor compensation inquiries.
- Ensure compensation data integrity across all systems and platforms.
Advisor & Associate Onboarding
- Coordinate comprehensive onboarding for newly affiliated advisors and staff.
- Facilitate licensing, registration, contracting, and appointment setup processes.
- Coordinate account access, technology setup, and operational integrations.
- Prepare onboarding checklists and monitor completion of required tasks.
- Serve as primary onboarding coordinator among advisors, broker-dealer personnel, carriers, and internal departments.
- Conduct onboarding orientation and provide ongoing support throughout the transition process.
- Ensure all regulatory and compliance requirements are satisfied prior to conducting business.
Advisor & Associate Offboarding
- Manage advisor separation and transition processes.
- Coordinate Form U5 filings and registration terminations.
- Process carrier contract terminations and appointment removals.
- Ensure completion of all required regulatory and operational offboarding activities.
- Coordinate record retention and documentation requirements.
- Assist with advisor succession, acquisition, or transition activities as needed.
- Maintain compliance with broker-dealer and regulatory offboarding requirements.
Administrative & Operational Support
- Maintain accurate electronic records and document management systems.
- Generate licensing, contracting, registration, and compliance reports.
- Develop and maintain procedural documentation and workflows.
- Identify process improvement opportunities to enhance efficiency and service.
- Support OSJ supervisory personnel with licensing and registration inquiries.
- Participate in special projects and initiatives related to advisor support and operations.
Qualifications
Required
- Bachelor's degree or equivalent industry experience preferred.
- 3-5 years of experience in financial services licensing, registration, contracting, or operations.
- Strong understanding of FINRA registration processes and broker-dealer operations.
- Experience with insurance licensing and carrier contracting.
- Knowledge of state insurance department regulations and requirements.
- Experience working with independent financial advisors.
- Strong organizational, analytical, and problem-solving skills.
- Exceptional attention to detail and accuracy.
- Proficiency in Microsoft Office Suite and CRM/database systems.
- Excellent written and verbal communication skills.
Preferred
- Experience within an OSJ, broker-dealer, RIA, or insurance marketing organization.
- Working knowledge of FINRA, SEC, and state regulatory frameworks.
- Experience with licensing and registration platforms such as FINRA Gateway, NIPR, Sircon, and carrier contracting systems.
- Experience with advisor compensation administration and commission systems.
Work Environment
- Full-time position; hybrid or in-office depending on firm policy.
- Professional, collaborative environment focused on teamwork, client service, and innovation.
- May require occasional travel to advisor offices, client meetings, or carrier events.
Job Type: Full-time
Pay: From $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Carmel, IN 46032
