Permit Assistant

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Reports To: Office Branch Manager

General Description

Supervise and coordinate all operation and department permit/plan activities. Prepare and apply for permits with the respective municipalities, compiling, updating and maintaining reports. Handles customer service requests, appointment booking, customer questions, complaints, and some billing inquiries with the highest degree of courtesy and professionalism to resolve customer issues with one-call resolution. Ensures work produced meets product/service standards and exceeds quality standards.

Duties & Responsibilities

• Confirm correct agencies to submit permit application for project locations
• Obtain documents from technicians to facilitate the permit application process
• Obtain all accurate information to complete required drawings/plans for proposed projects
• Create/draw all isometrics and site plans for permit package submittal
• Obtain and confirm all gas specification and pipe sizing for project locations. Calculate both for accuracy.
• Obtain all required signatures on proposals/applications for permit submittal
• Prepare and submit applications to various agencies/boards having jurisdiction over required permits and/or approvals
• Coordinate paperwork and applications with outside consultants as necessary
• Submit, distribute and log paperwork and enter data for various permits such as building, standard plan, and plan changes.
• Maintain all company files relating to site plan applications, approvals, licenses and permits
• Work closely with the municipalities on the status of permits and ensure they are processed in a timely manner
• Produce and maintain schedules for all communities and coordinate with municipalities from approval to final stages of permitting process
• Monitor and create reports, correspondence and narratives utilizing spreadsheets and word documents
• Obtain inspections & review approvals
• Complete and submit all online permit applications with various agencies
• Submit payments for online, mail in and in-person permits with various agencies
• Complete all Notice of Commencements for signatures as required per job

Send for signatures, track process, and submit to agencies once recorded

• Renew permits as needed
• Schedule permits to be posted on site
• Follow up on all open permits to get closed within timely manner and prior to expiration
• Submit licensing and COI to agencies as required
• Renew licensing with agencies as required
• Receive, submit all backflow results to correct department
• Confirm for accuracy
• Create follow up yearly
• Work with technicians to locate and confirm new backflows are installed up to code.
• Perform all other duties as needed or assigned by management, when needed.

Qualifications

• High school diploma or equivalent with experience working in customer service or other customer-facing environment.
• Must be able to multi-task and work effectively in fast-paced and constantly changing work environment. Must be comfortable switching rapidly between tasks with no loss in efficiency and effectiveness.
• Excellent customer-service, communication, and interpersonal skills.
• Effective communication skills to communicate with customer and to resolve customer issues, complaints, or concerns.
• Working knowledge of Microsoft Word, Excel and Outlook software applications.
• Ability to effectively communicate with co-workers and customers in a pleasant, business-like, and customer-focused manner. Ability to communicate with a diverse customer population.
• Ability to work effectively in both a team and an independent environment.
• Knowledge of, or ability to learn, local geographical areas (streets, highways, cities, and towns).
• Ability to make decisions based on established guidelines and procedures.
• Effective organizational and time-management skills. Must be able to prioritize work based on service demands.
• An understanding and knowledge of the Plumbing Industry is an asset.