Permit Coordinator

Job Description

Job Description

Description:

POSITION TITLE: Permit Coordinator

TEAM: PACE

REPORTS TO: Vice President of PACE

FLSA CLASSIFICATION: Hourly, Non-exempt

LOCATION: Headquarters (On-Site)

ABOUT US

At the heart of Gable lies a passion that transcends the conventional. We’re more than just creators of visual communications; we’re experts at creating experiences. We believe that every brand, building, and place has a unique story to tell, and our mission is to elevate the way they are seen, experienced, and remembered. 

We are committed to fostering a collaborative and inclusive work environment where team members can thrive and contribute to our shared success.

POSITION OVERVIEW

The Permit Coordinator manages zoning research, permit applications, approvals, and inspection follow-up for Gable signage and related work. This role coordinates with permitting authorities and internal teams to identify requirements early, prepare complete submissions, and keep permit activity aligned with project schedules.

The Permit Coordinator maintains accurate permit records, communicates approval conditions and schedule risks, and follows outstanding requirements through closeout. The role also cross-trains to provide routine logistics and procurement support, primarily during team member absences.

KEY RESPONSIBILITIES

Zoning Research & Permit Preparation

• Research applicable zoning ordinances, sign codes, and permitting requirements, including sign allowances, submission requirements, fees, and expected review periods.
• Review project scope, sales agreements, drawings, and site information for permitting requirements; coordinate with Sales, Account Managers, Project Managers, Design, and PACE to resolve gaps before submission.
• Provide timely zoning and permit guidance during pre-sale planning and project execution, identifying restrictions or approval requirements that may affect scope, cost, or schedule.
• Prepare complete permit applications and assemble required drawings, authorizations, and supporting documents for the applicable jurisdiction.
• Coordinate responses to zoning issues, variance requests, and additional reviews with internal teams and permitting officials, escalating decisions that affect customer commitments or project requirements.

Permit Processing, Communication & Closeout

• Submit applications, follow up with permitting authorities, and coordinate responses to review comments and resubmittals through approval.
• Maintain current permit tracking records and Grace task notes, including submission dates, fees, status, approval conditions, expiration dates, inspections, and next actions; review open items at least weekly.
• Align permit milestones with project schedules, participate in project coordination meetings, and promptly communicate delays, missing information, or other risks to the responsible teams.
• Distribute approved permits and applicable conditions to Project Management, Design, Manufacturing, and Field Operations before affected work proceeds; track required renewals or extensions.
• Coordinate and track required inspections, including final inspections; follow up on outstanding corrections and retain approval and closeout documentation.

Financial Administration & Backup Support

• Prepare permit fees and related purchase orders for approval and payment; maintain receipts and job coding, and reconcile permit-related credit card charges monthly.
• Maintain documented jurisdiction requirements and permitting procedures, identify ways to reduce avoidable delays, and protect confidential customer and project information.
• Cross-train in logistics and provide backup during team member absences, including coordinating pickups and deliveries, communicating with carriers, preparing shipping documents, and tracking shipment status.
• Cross-train in procurement and provide backup during team member absences, including requesting supplier quotes, preparing and processing approved purchase orders, following up on lead times and deliveries, and maintaining purchasing records within established approval limits.
• Perform other related duties as assigned, with occasional schedule adjustments to support permit deadlines, meetings, or required backup coverage.

QUALIFICATIONS

• Experience in permit coordination, zoning research, construction administration, or a related project support role; signage industry experience is preferred.
• Ability to interpret zoning requirements, drawings, site plans, and signage details and translate them into complete permit submissions.
• Strong organizational skills and attention to detail, with the ability to track multiple applications, deadlines, fees, and follow-up items.
• Clear written and verbal communication, sound problem-solving skills, and professionalism and tact when working with permitting officials, customers, and internal teams.
• Proficiency with Microsoft Office, online permitting portals, and ERP or task-tracking systems; experience with Grace is helpful.
• Ability to learn logistics and procurement procedures, maintain accurate records, and provide reliable backup coverage.
• Valid driver’s license and ability to travel locally for required business activities.

PHYSICAL REQUIREMENTS

Manual dexterity to operate a computer and perform administrative tasks. Visual acuity (with correction) and the ability to speak and hear. Primarily sedentary work, with occasional walking, standing, or carrying of light materials.

WORK ENVIRONMENT

• The work environment includes both office settings and manufacturing facilities. This role may involve occasional exposure to factory conditions such as noise, fumes, dust, and mist.  

TRAVEL

Occasional local travel to permitting offices, project sites, and related meetings may be required. Site visits may require personal protective equipment and compliance with site safety requirements.

ACCOMMODATION STATEMENT

Gable is committed to providing reasonable accommodation to individuals with disabilities throughout the hiring process and in the workplace. If you require an accommodation to complete an application, participate in an interview, or perform the essential functions of a position, please let us know. Requests for accommodation will be considered on a case-by-case basis, consistent with applicable law.

COMPENSATION

Compensation is commensurate with education and experience. Compensation includes hourly pay, overtime eligibility, 401(k) participation, and ESOP participation. 

ADDITIONAL REQUIREMENTS

All prospective team members must pass a criminal background check and drug test. Candidates must also meet I-9 and E-Verify employment eligibility requirements.