Project Scheduler / Permit Coordinator / Materials Administrator

The Project Scheduler / Permit Coordinator / Materials Administrator is responsible for coordinating residential and commercial roofing, siding, fencing, and exterior construction projects from contract execution through project completion. This position serves as a central point of communication between customers, municipalities, suppliers, subcontractors, and internal staff to ensure projects are properly permitted, scheduled, supplied, and completed efficiently. The role also provides general administrative support to daily office operations.

Essential Duties and Responsibilities:

Project Scheduling & Coordination

• Schedule roofing, siding, fencing, gutter, and exterior construction projects.
• Coordinate installation schedules with customers, subcontractors, suppliers, and project managers.
• Monitor project timelines and adjust schedules as needed due to weather, material availability, or project changes.
• Maintain project calendars and scheduling software to ensure accurate project tracking.
• Communicate scheduling updates and project status information to customers and team members.

Permit Administration

• Prepare and submit permit applications to municipalities and building departments.
• Obtain required permits, licenses, inspections, and approvals for construction projects.
• Track permit status and maintain compliance with local building codes and regulations.
• Schedule required inspections and coordinate with inspectors and project managers.
• Maintain organized permit files and documentation for all projects.

Materials Procurement & Ordering

• Prepare and submit material orders for roofing, siding, gutters, fencing, and related construction materials.
• Coordinate deliveries with suppliers and job site personnel.
• Verify material quantities, specifications, and delivery schedules.
• Resolve material shortages, backorders, and delivery issues.

Administrative & Office Support

• Maintain customer files, contracts, permits, invoices, and project documentation.
• Assist with data entry, document preparation, filing, and record management.
• Prepare reports, spreadsheets, and project status updates for management.
• Process incoming and outgoing emails and correspondence.
• Support accounting functions by assisting with invoicing, vendor documentation, and project-related paperwork.

Customer Service

• Serve as a primary point of contact for customers throughout the project lifecycle.
• Provide professional and timely communication regarding project schedules, permits, inspections, and material deliveries.
• Address customer concerns and escalate issues when appropriate.
• Ensure a positive customer experience through proactive communication and follow-up.