Licensing Specialist (Paralegal)

Overview

Apex Services Partners is a leading provider of HVAC, Plumbing, and Electrical services, committed to delivering exceptional service and innovative solutions to our customers. We are seeking a detail-oriented and motivated Paralegal / Licensing Specialist to support our People Operations team across our Midwest locations.

The Paralegal / Licensing Specialist plays a key role in supporting People Operations by managing and coordinating aspects of general liability, auto liability, employment-related claims, and lease administration. This position also oversees the tracking, renewal, and compliance of occupational, contractor, and state-level licenses. The ideal candidate is organized, proactive, and able to navigate legal, insurance, and compliance processes with professionalism and discretion.

Key Responsibilities:

Claims Management

• Manage the general liability process in partnership with General Managers
• Assist with the intake, documentation, and coordination of claims, including general liability, auto, and employment-related matters
• Serve as a liaison with insurance carriers, adjusters, legal counsel, and internal stakeholders to ensure timely and accurate claim resolution
• Maintain complete and well-organized records of all claims and related correspondence

Licensing & Compliance Coordination

• Track, monitor, and manage renewal schedules for occupational, contractor, and state licenses
• Ensure licenses remain current and compliant with all applicable local, state, and federal regulations
• Coordinate with internal departments and external agencies to address and resolve licensing issues

Legal & Administrative Support

• Prepare and review legal documents, correspondence, and reports related to claims and licensing
• Support the HR Director with subpoenas, EEOC inquiries, and other employment-related legal matters
• Manage and track lease terms and agreements across Midwest locations
• Maintain strict confidentiality and ensure secure handling of sensitive information

Reporting & Documentation

• Generate routine and ad hoc reports related to claim status, trends, and compliance metrics
• Assist with audits and internal reviews involving insurance, licensing, and legal documentation

Collaboration & Communication

• Act as a liaison among HR, legal, operations teams, and external partners
• Provide guidance and support to internal teams on claims procedures and licensing requirements as needed

Qualifications:

• Associate’s or Bachelor’s degree in Paralegal Studies, Business Administration, or a related field
• Paralegal certification preferred
• 1+ year of experience in legal support, insurance coordination, HR compliance, or a related role
• Working knowledge of general liability, auto liability, workers’ compensation, and employment law concepts
• Strong organizational, communication, and follow-up skills
• Demonstrated ability to handle confidential information with discretion and professionalism

Apex Services Partners is an Equal Opportunity Employer and is committed to creating an inclusive workplace. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.