Description
The Licensing Trainer / Sales Liaison is responsible for training and developing Saratoga’s Licensing Administrators on the firm’s proprietary license tracking software, project management systems, and insurance licensing procedures. Reporting to the Licensing Manager, the Trainer works closely with leadership to create and maintain standard operating procedures and a structured cross-training program, so the licensing department continues to deliver timely, accurate service with no gaps in coverage.
Drawing on hands-on experience in the administration of individual and entity insurance licenses, the Trainer ensures that administrators understand not only how to use Saratoga’s systems, but also the state rules, strict deadlines, and quality standards behind every filing. The role also serves as the licensing department’s liaison to the Sales team, helping set accurate client expectations and ensuring a smooth handoff as new clients are onboarded.
This is a hands-on role: the Licensing Trainer maintains the technical licensing knowledge to process filings alongside the team, step in during peak periods or absences, and keep training materials grounded in day-to-day work.
Design and deliver onboarding training for new Licensing Administrators covering Saratoga’s licensing procedures, quality standards, systems, and client-specific requirements.
Train Licensing Administrators on Saratoga’s proprietary license tracking software, including entering new and renewal licenses, recording approved applications and filings, maintaining renewal calendars, and pulling reports.
Train Licensing Administrators on the department’s project management systems, including creating and assigning tasks, tracking deadlines and status, and documenting work performed for each client.
Provide ongoing refresher and advanced training as systems, workflows, and state requirements change, and communicate regulatory and system updates to the team.
Develop and maintain training materials — including guides, checklists, quick-reference documents, and recorded walkthroughs — suited to a predominantly remote team.
Assess trainee proficiency through work review, accuracy checks, and feedback, and report training progress and readiness to the Licensing Manager.
Build and manage a cross-training program, in partnership with the Licensing Manager, so that every critical licensing function and client portfolio is covered by more than one trained team member.
Maintain a skills and coverage matrix showing who is trained on each process, license type, and client, and close coverage gaps before they affect service.
Support coverage planning for paid time off, leaves, turnover, and peak renewal periods to ensure no gaps in client service or missed deadlines.
Step in to process filings and support client portfolios directly during transitions, absences, or periods of high volume.
Serve as the licensing department’s point of contact for the Sales team, providing subject-matter expertise on license types, state requirements, processing timelines, and service capabilities.
Support prospect conversations and meetings by explaining licensing processes and demonstrating how Saratoga’s license tracking software and services keep clients compliant.
Help ensure licensing commitments made during the sales process are accurate and achievable for the licensing department.
Coordinate the handoff of newly signed clients from Sales to the licensing department, onboarding clients, data intake, and team assignment.
Share client and prospect feedback on licensing needs with the Licensing Manager to inform training, SOPs, and service improvements.
Requirements
3+ years of experience in insurance licensing administration, including processing new and renewal individual and entity licenses across multiple states. Demonstrated experience training, mentoring, or onboarding team members, preferably in a remote or hybrid environment. Experience writing clear process documentation, standard operating procedures, or training materials. Strong working knowledge of NIPR, SIRCON, and state DOI systems and requirements. Experience with license tracking or database software and project management systems, with the ability to learn proprietary tools quickly and teach them to others. Proficiency in Excel, Word, Adobe Acrobat Pro or similar PDF software, email, and web-based applications. Exceptional attention to detail and strong organizational skills, with the ability to manage competing, deadline-driven priorities. Excellent written, verbal, and presentation skills, with a professional, client-focused approach suited to both internal teams and prospective clients.
