Construction Permit Coordinator

Job Description

Job Description

Position Summary:

The Manager, Liaison Services Department is responsible for overseeing the permitting and approval processes required for commercial construction projects, ensuring timely, accurate, and efficient completion of all department tasks. This role manages department personnel, coordinates with city agencies, project teams, and subcontractors, and serves as the primary point of contact for resolving jurisdictional issues. The Manager ensures all projects meet permitting requirements while fostering strong relationships with municipal representatives and internal teams.

Key Responsibilities

Department & Personnel Management

• Manage, assign, and prioritize daily tasks delegated by the Sr. Director.
• Supervise department assistant, delegating duties as appropriate and ensuring daily follow-ups on pending items until approval.
• Guide and mentor staff to build knowledge of city processes, applications, portals, and key contacts.
• Monitor and approve department VISA and checkbook activity, ensuring timely reporting to Accounts Payable.

Permit & Approval Management

• Oversee and participate in all permit-related activities, including deferred submittals, encroachment permits, material submittal approvals, waste management plans, developer fees, scheduling inspections, permit extensions, and fee payments.
• Serve as the primary liaison between Fullmer and city agencies, facilitating permit processes and resolving jurisdictional issues.
• Coordinate and submit applications, plans, revisions, and submittal packages for plan check and approval.
• Assist subcontractors, civil engineers, and architects with permit applications through issuance.
• Track and maintain permit and plan history, ensuring project teams remain organized and informed.

Project & Stakeholder Coordination

• Collaborate with owners, Project Managers, Project Engineers, and Superintendents to obtain necessary documents, approvals, and close-out items.
• Keep project teams informed of permitting status and any revisions impacting scope or timeline.
• Communicate with subcontractors to obtain documentation needed for permit execution.
• Coordinate with warehouse staff for delivery of plans, permits, and project-related materials.

Specialized Administrative Duties

• Ensure licenses, certificates of insurance, and authorization letters are up to date and properly addressed.
• Oversee ordering of KNOX boxes as required by Superintendents and project needs.
• Manage waste management plan processes, including working with waste haulers to collect necessary tickets and closing out forms at project completion.
• Maintain records of invoices and receipts, organized by date and entity.
• Fulfill permitting requirements for the NorCal division, coordinating with owners and the NorCal team.

Excellent verbal and written communication skills.

• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Proficiency with or the ability to quickly learn the organization’s data and documentation systems.

Desired Skills & Competencies

• Attention to Detail – Accuracy and precision in all documentation and submittals.
• Intermediate Computer Literacy – Proficiency in Microsoft Office and permitting portals.
• Strong Work Ethic – Ability to maintain productivity in a fast-paced environment.
• Prioritization & Efficiency – Capable of managing multiple projects and deadlines simultaneously.
• Professionalism & Integrity – Maintains composure and high ethical standards in all interactions.
• Communication Skills – Strong verbal and written communication with internal and external stakeholders.
• Problem Solving & Adaptability – Ability to navigate changing processes and resolve permitting challenges.
• Information Retention & Note-taking – Strong ability to recall details and maintain accurate records.