Key Responsibilities
Permitting & Compliance
- Manage the permitting process for HVAC, mechanical, electrical, refrigeration, and other construction-related projects across applicable jurisdictions.
- Research local, county, and state permitting requirements, including permit applications, fees, required documentation, plan reviews, inspections, and closeout procedures.
- Prepare, complete, submit, and track permit applications to ensure timely processing and approval.
- Coordinate with municipalities, permitting agencies, third-party permit expeditors, customers, general contractors, and internal teams regarding permitting requirements and project status.
- Gather and review equipment specifications, project scopes, contractor licensing information, valuations, drawings, and other documentation required for permit submissions.
- Identify missing information, resolve permitting questions, and coordinate the collection of required documents to avoid project delays.
- Track permit statuses, outstanding requirements, approvals, inspection deadlines, and expiration dates; maintain accurate records and follow up as needed.
Construction & Project Support
- Accurately enter labor, materials, inventory items, and purchase orders into service tickets/work orders within Ventus.
- Review, proofread, and edit all entries to ensure the scope of work and documentation are complete and accurate.
- Maintain and update all construction‐related waivers, permitting documents, and licensing requirements.
- Perform weekly cost-tracking updates for electrical and construction departments.
- Track rental equipment, lifts, associated costs, and rental durations.
- Prepare and process change orders and assist with requoting as needed.
- Ensure all project deadlines, deliverables, and compliance requirements are met.
- Manage lien waivers, qualification paperwork, and licensing documentation requested by customers or required for project onboarding.
- Maintain organized and up-to-date project files, including permitting and job-specific documents.
- Assist with job cost reporting and provide detailed breakdowns of job performance, costs, and profit margins.
- Utilize Power BI and Google Workspace tools to track project performance, milestones, and progress.
- Prepare reports, correspondence, and perform other administrative duties as needed.
- Perform all additional tasks assigned by management.
Required Skills & Qualifications
- Strong organizational, computer, research, and analytical skills.
- Excellent attention to detail, including accurate data entry, document review, and proofreading.
- Strong written and verbal communication skills, with the ability to communicate professionally with permitting authorities, customers, contractors, and internal teams.
- Ability to research and interpret permitting requirements, application instructions, fee schedules, and construction documentation.
- Strong follow-up, problem-solving, and time-management skills, with the ability to manage multiple projects and meet deadlines.
- Proficiency in Microsoft Office Suite, Google
- Workspace, Adobe, and work order/accounting software; Ventus experience preferred.
- Experience with construction administration, HVAC/mechanical permitting, project coordination, or contractor compliance is preferred.
- Ability to work independently while collaborating effectively with a team.
- Ability to maintain confidentiality and handle customer, project, and financial information professionally.
- Adaptability and the ability to work efficiently in a fast-paced environment.
Schedule
This is a full-time, in-office position. Employees are required to be on-site and ready to work Monday through Friday, from 7:30 AM to 4:00 PM.
Work schedule
- Monday to Friday
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- Paid time off
- 401(k) matching