Permit Coordinator / Office Manager

POSITION SUMMARY
A detail-oriented and organized professional is needed for a hybrid role combining permit coordination, office management, and front-desk reception. This position serves as a central operational support function ensuring permitting processes move efficiently, the office runs smoothly, and clients and vendors receive a professional first impression.

On the permitting side, you will manage a high volume of residential construction permits across multiple municipalities and act as the primary liaison to third-party permitting vendors. You will coordinate submissions, track progress, and help maintain timelines that directly impact project delivery and client satisfaction.

On the administrative side, you will support daily office operations, including reception duties, scheduling, and maintaining an organized work environment. This role is ideal for someone who thrives in a fast-paced setting, can multitask effectively, and values structure and accuracy.

CORE RESPONSIBILITIES — PERMIT COORDINATION
1. Permit Preparation & Review

• Prepare accurate and complete permit packages for residential construction projects.
• Ensure all required documents are collected prior to submission (plans, surveys, approvals, compliance forms, sub-permits, etc.).
• Review submissions for completeness and maintain municipality-specific requirements and checklists.

2. Vendor Coordination

• Serve as the primary point of contact for external permitting vendors.
• Ensure timely submission following contract execution and plan approval.
• Track application status, revisions, and review comments.
• Coordinate responses with internal teams and escalate delays when needed.
• Monitor vendor performance and provide feedback.

3. Tracking & Reporting

• Maintain an up-to-date permit tracking system.
• Track timelines, identify delays, and provide regular status updates.
• Document municipality requirements, fees, and common issues.
• Analyze rejection patterns and support process improvements.

4. Cross-Team Coordination

• Work with project managers to gather required documentation.
• Communicate clearly regarding missing or incomplete items.
• Provide permit status updates and assist with inspection scheduling once approved.

5. Process Improvement

• Identify workflow bottlenecks and suggest improvements.
• Help standardize submission processes and documentation.
• Support efforts to reduce turnaround time from contract to construction start.

CORE RESPONSIBILITIES — OFFICE MANAGEMENT & RECEPTION
6. Reception & Client Experience

• Greet visitors and serve as the first point of contact.
• Answer and direct calls, take messages, and follow up as needed.
• Manage incoming mail, deliveries, and overall front-office presentation.

7. Office Administration

• Maintain office supplies and coordinate service vendors.
• Manage meeting spaces, calendars, and scheduling.
• Keep physical and digital files organized.
• Assist with onboarding logistics and basic bookkeeping or invoice routing.

8. Team Support

• Provide administrative support to leadership, including scheduling and coordination.
• Assist with internal communications, events, and team activities.
• Support light HR-related tasks such as tracking PTO and maintaining employee records.

QUALIFICATIONS
Experience

• 2+ years in construction permitting or a related field.
• Experience working with multiple municipalities or permitting vendors preferred.
• Prior administrative or office coordination experience is a plus.

Skills & Competencies

• Strong attention to detail with the ability to manage multiple active projects.
• Excellent organization and time management skills.
• Clear written and verbal communication.
• Comfortable with digital tools, tracking systems, and office software.
• Professional and approachable demeanor.

Preferred Knowledge

• Residential construction documentation and permitting processes.
• HOA approvals and sub-permit coordination.
• Basic understanding of construction plans and surveys.

Work Hours: 7am-4pm
Compensation: $50k-$65k annual salary depending on experience