Contract Administrator

Axelon Services Corporation; Oakland (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Axelon Services Corporation in Oakland, CA seeks an Environmental Permits Coordinator to manage approximately 1000 permits/registrations issued by state and local agencies. You will coordinate CUPA and Fire Department permits, process fee payments, and respond to queries from Environmental Field Specialists.

The role also involves updating Salesforce records, maintaining permit archives, developing an invoice dashboard, and occasional travel to the San Ramon office 2-4 days per week to handle

Responsibilities

• Manage approximately 1000 permits/registrations issued by state and local agencies.
• Coordinate CUPA permits, Fire Department permits, spill emergency response invoices, and other HAZMAT and Water Quality permits.
• Process permit fee payments in the online payment system.
• Respond to Environmental Field Specialist (EFS) queries regarding permit status.
• Resolve permit and invoice discrepancies through direct communication with EFS and regulatory agency staff.
• Maintain and update permit records in Salesforce to manage and track permit status, including invoice payments.
• Maintain electronic archives of permits in Salesforce and notify EFS for posting onsite.
• Develop a permit invoice dashboard to track expected permit invoice due dates.
• Proactively reach out to regulatory agency staff for late invoices.
• Travel to the San Ramon office 2-4 days a week to retrieve and scan incoming mail for all permit programs.
• Prepare and send outgoing mail via US Government Company, UPS, or Pony Express (intracompany service) as needed.
• Coordinate the annual payment of critical CDTFA tax payment for Hazardous Substance Environmental Fee and Hazardous Waste Generator Fee.
• Provide general support for special projects/training on an as-needed basis.
• Backup for air quality/water quality permit tasks on an as-needed basis.

Job description

• Manage approximately 1000 permits/registrations issued by state and local agencies.
• Coordinate CUPA permits, Fire Department permits, spill emergency response invoices, and other HAZMAT and Water Quality permits.
• Process permit fee payments in the online payment system.
• Respond to Environmental Field Specialist (EFS) queries regarding permit status.
• Resolve permit and invoice discrepancies through direct communication with EFS and regulatory agency staff.
• Maintain and update permit records in Salesforce to manage and track permit status, including invoice payments.
• Maintain electronic archives of permits in Salesforce and notify EFS for posting onsite.
• Develop a permit invoice dashboard to track expected permit invoice due dates.
• Proactively reach out to regulatory agency staff for late invoices.
• Travel to the San Ramon office 2-4 days a week to retrieve and scan incoming mail for all permit programs.
• Prepare and send outgoing mail via US Government Company, UPS, or Pony Express (intracompany service) as needed.
• Coordinate the annual payment of critical CDTFA tax payment for Hazardous Substance Environmental Fee and Hazardous Waste Generator Fee.
• Provide general support for special projects/training on an as-needed basis.
• Backup for air quality/water quality permit tasks on an as-needed basis.