Permit Coordinator

Job Description

Job Description

Description

CPH is a multi-disciplinary Engineering and Architecture firm that ranks in the nation’s Top 500 Design Firms by ENR Magazine.

CPH is actively seeking a skilled Permit Coordinator to join our multidisciplinary team in Jacksonville, FL ! This role does have location flexibility with our various locations listed on our company website dependent on skill set and expertise level in this job function. 

CPH is seeking a talented professional who understands the value of both sense of urgency and quality in all work duties to ensure our client’s needs are met. This individual must be an excellent communicator with a strong ability to seamlessly work cross-functionally in a multidisciplinary environment.

It is imperative that this individual exercise not only strong and effective communication, but also exceptional time management with a keen ability to proactively be resourceful in all situations. This role is best suited for an individual who is curious minded in a productive yet mindful way to evaluate and check quality of all items, asking all essential questions to cover all routine checks and balances. This role is key to our success in delivering excellence to our clients.

Nice To Haves:

The Permit Coordinator must be well versed in Florida jurisdiction as well as working with a multitude of online tools related to the city and various municipalities. Strong experience level with industry terminology and working with various portal systems in daily function of this position. This individual would be most effective bringing prior experience working with municipal code and knowledge as well as familiarity with building/zoning department knowledge. 

Job Summary:

The Permit Coordinator is responsible for managing the full permitting process for CPH projects, including preparing, submitting, tracking, and securing approvals across multiple jurisdictions. This role ensures all projects comply with regulatory requirements, coordinates with agencies and project teams, and maintains accurate records throughout the process. Strong attention to detail, organization, and knowledge of permitting in the architecture, engineering, or construction industries are essential.

Routine Responsibilities:

• Researching AHJ requirements for permits, plan reviews, inspections, fees, timelines, and submittal formats.
• Contacting municipalities, counties, fire departments, utilities, and other agencies to confirm project-specific requirements.
• Preparing, organizing, and submitting permit packages.
• Tracking permit status, comments, revisions, approvals, expirations, and inspection requirements.
• Coordinating with engineering, design, construction, and client teams to resolve AHJ issues.
• Maintaining permit trackers, jurisdiction databases, documentation, and project records.
• Identifying risks early, such as zoning restrictions, special reviews, long lead times, utility requirements, or missing documentation.
• Ensuring that project teams understand what is required before permit submittal.

What You’ll Do - Core Job Functions:

Permit Management & Compliance:

• Prepare, submit, track, and manage permit applications for land development, zoning, construction, and environmental approvals.
• Coordinate with local, state, and federal agencies to ensure compliance with permitting regulations.
• Monitor permit requirements and timelines to ensure approvals are obtained within project schedules.
• Maintain a database of permit applications, approvals, and expirations to track compliance status.
• Research and interpret local and national permitting codes, land use regulations, and building ordinances.
• Ensure that all permitting documentation is accurate, complete, and aligned with regulatory standards.

Regulatory Research & Due Diligence:

• Conduct research on zoning laws, environmental regulations, and permitting processes in various jurisdictions.
• Stay updated on changes in building codes, land use policies, and industry best practices.
• Analyze and summarize regulatory requirements for internal teams to support project planning and decision-making.
• Assist in evaluating project feasibility based on regulatory constraints and potential permitting challenges.

Project Coordination & Communication:

• Work closely with project managers, engineers, architects, and clients to align permitting strategies with project goals.
• Serve as the primary liaison between the company, regulatory agencies, and stakeholders regarding permit applications.
• Assist in the preparation of public hearing materials, presentations, and community outreach efforts as needed.
• Track and coordinate permit-related communication, including bid questions, Requests for Information (RFIs), and responses from agencies.
• Facilitate project clearances and assist with closeout documentation upon permit approvals.

Documentation & Reporting:

• Maintain accurate records of all permit-related activities and ensure documentation is accessible for audit purposes.
• Assist in compiling technical reports, environmental assessments, and compliance checklists.
• Generate periodic reports summarizing permitting status, upcoming deadlines, and potential roadblocks.
• Develop and improve internal permitting procedures to enhance efficiency and compliance.

Process Improvement & Industry Standards:

• Identify opportunities to streamline the permitting process and enhance interdepartmental coordination.
• Recommend best practices for permitting efficiency, compliance tracking, and regulatory adherence.
• Provide training and guidance to internal teams on permitting requirements and processes.

What You’ll Need:

Required Skills/Abilities: 

• Strong knowledge of permitting processes, land development, zoning regulations, and environmental compliance.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and permitting software such as Accela, ePermits, or similar platforms.
• Detail oriented, quality conscious, reliable and self-motivated.
• Ability to work effectively with government agencies, clients, and internal teams.
• Excellent oral, written and organizational skills.
• Analytical mindset with the ability to research, interpret, and apply regulatory requirements.

Education and Experience: 

• Bachelor’s degree in Construction Management, Business Administration, Engineering, Architecture, or a related field or equivalent experience.  
• Experience in project coordination, preferably within the AEC industry or professional services environment.
• Experience with financial tracking, contracts, and multi-disciplinary project coordination. 
• Familiarity with land development and environmental impact assessments is a plus.

Work Environment:

The work environment features below are representative of those an employee meets while performing the essential functions of the role. 

This position is in a professional office environment. The person in this role will routinely use standard office equipment such as computers, phones, printers, copiers, and filing cabinets. Overtime may be required to meet deadlines.  

Physical Requirements: 

The physical demands below are representative of those that must be met by an employee to effectively perform the essential functions of the role. 

The person in this position may require sitting or standing for long periods of time and lifting up to 25 pounds.

CPH is an equal opportunity employer. 

• Dependent upon experience.
• CPH offers Medical, Dental and Vision and Long-Term Disability with a quality insurance company.
• Company Paid Life Insurance and Short-Term Disability.
• 401K, Paid Personal Time Off, Paid Holidays, and Paid Paternal Leave.

CPH is an Equal Opportunity/Affirmative Action/Drug Free Work Environment Employer.