Permit & Project Coordinator

Job Description

Job Description

Job Title: Permit & Project Coordinator

Location: 103 cedar Ave Unit B Marysville, WA 98270

Job Type: Full-Time

About Us
We are a growing HVAC and Electrical company committed to delivering exceptional
service, quality workmanship, and outstanding customer experiences. We're looking for
a detail-oriented, organized, and customer-focused Permit & Rebate Coordinator to
join our team. This role is essential in ensuring projects move smoothly from installation
to completion by managing permits, inspections, and utility rebate programs.

Position Summary We are seeking a highly organized and detail-oriented Permit & Project Coordinator to oversee the administrative coordination of installation projects from scheduling through completion. This role serves as the communication hub between sales, homeowners, warehouse staff, installers, and local permitting agencies to ensure every project is prepared, compliant, and ready for a successful installation. The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities, and is committed to delivering an outstanding customer experience while supporting efficient field operations. Project Coordination

• Assemble complete job folders containing proposals, permits, site photos, measurements, and installation instructions.
• Coordinate installation schedules with homeowners, installers, and internal departments.
• Ensure all project documentation is accurate, complete, and available before installation.
• Maintain project timelines and proactively communicate scheduling updates.

Permit Administration

• Prepare, submit, and track permit applications with local municipalities.
• Coordinate required inspections and maintain permit compliance throughout each project.
• Monitor permit approvals, inspection dates, and project milestones.
• Resolve permitting issues by working directly with city officials, inspectors, and internal teams.

Installation Readiness

• Verify that all materials are ordered, received, and staged before scheduled installation dates.
• Coordinate with the warehouse to ensure job materials are pulled and ready.
• Communicate job expectations, project details, and special instructions to the Install Manager and field crews.
• Track change orders and ensure updates are communicated across departments.

Customer Communication

• Serve as a primary point of contact for homeowners regarding scheduling, permits, inspections, and installation expectations.
• Provide timely updates throughout the project lifecycle.
• Address scheduling concerns professionally and escalate issues when necessary.

Qualifications

• Previous experience in project coordination, permitting, or scheduling preferred.
• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office and project management or CRM software.
• Ability to work collaboratively across multiple departments.
• Strong attention to detail and problem-solving abilities.
• Experience in residential HVAC, Electrical, Permitting, or home improvement is a plus.

Desired Skills

• Project scheduling
• Permit processing
• Customer service
• Administrative coordination
• Documentation management
• Multitasking in a fast-paced environment
• Team collaboration
• Critical thinking and problem-solving

Contribution to the Organization The Permit & Project Coordinator plays a critical role in reducing installation delays by ensuring projects are fully prepared before crews arrive on site. Through effective scheduling, permit management, and communication, this position improves job readiness, supports on-time project completion, and helps the organization deliver exceptional service while controlling project costs. Reporting Structure Reports To: Office Manager & Install Manager