Permit Coordinator

Divine Electric & Plumbing; San Rafael (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Divine Electric & Plumbing is seeking a detail-oriented Project Coordinator in California to oversee administrative, permitting, utility, installation, and project-management activities from start to finish.

You will coordinate between offices, field teams, customers, utilities, inspectors, and permitting agencies to keep projects compliant and on schedule.

Qualifications

• Pre-employment background check.
• Pre-employment drug screen.
• Proficiency in reading and interpreting electrical blueprints, schematics, and wiring diagrams.

Responsibilities

• Coordinate permit processes, inspections, and ensure timely documentation.
• Manage projects from handoff to completion, tracking milestones and risks.
• Coordinate installation schedules and field team availability.
• Maintain ServiceTitan records and ensure workflow compliance.
• Support new project launches, subcontractors, and cost tracking.
• Produce project metrics and regular status reports.

Skills

Project coordination

Communication

Attention to detail

Scheduling

Problem-solving

Tools

ServiceTitan

Job description

Position OverviewThe Project Coordinator is responsible for coordinating and overseeing key administrative, operational, permitting, utility, installation, and project management activities from project initiation through completion. This position serves as a central point of coordination between the office, field installation teams, customers, utilities, inspectors, permitting agencies, and other project stakeholders.The Project Coordinator is expected to keep projects organized, moving forward, compliant, and completed to company quality standards. This role requires strong attention to detail, proactive communication, follow-through, problem-solving, and the ability to manage multiple projects and deadlines simultaneously.Permitting & InspectionsOversee the complete permit process for assigned projects, including preparation, submission, tracking, corrections, approvals, and closeout.Coordinate required inspections and ensure inspections are scheduled, completed, documented, and passed.Track permit and inspection statuses and proactively identify delays or issues.Communicate with municipalities, permitting departments, inspectors, and other authorities as needed.Ensure all required documentation is accurate, complete, and submitted on time.Maintain organized records of permits, inspection results, approvals, and project documentation.Coordinate any required re-inspections, corrections, or follow-up work.Overall Project ManagementManage assigned projects from the initial project handoff through final completion.Maintain project timelines, milestones, deadlines, and outstanding action items.Coordinate communication between sales, operations, installation teams, customers, utilities, permitting agencies, and management.Identify project obstacles, delays, missing information, or potential risks and take appropriate action.Escalate issues that require management involvement in a timely manner.Maintain accurate and up-to-date project records.Conduct regular project status reviews to ensure all required tasks are progressing.Ensure projects are properly closed out and all required documentation is complete.Help improve project workflows, processes, and communication between departments.Installation CoordinationAssist with coordinating installation schedules and field team availability.Ensure installation teams have the information, materials, approvals, and documentation needed to complete projects successfully.Coordinate pre-installation requirements and confirm projects are ready before scheduling work.Communicate project changes, site conditions, customer requirements, or special instructions to the appropriate field personnel.Assist with resolving scheduling conflicts, field issues, failed inspections, and project-related obstacles.Follow up on incomplete work, punch-list items, corrections, and return visits.Help ensure completed installations meet company standards and project requirements.ServiceTitan Project Management & Quality ControlMaintain accurate project information, statuses, notes, tasks, and documentation within ServiceTitan.Ensure project stages and milestones are updated accurately and on time.Monitor projects for missing information, incomplete tasks, overdue items, or documentation gaps.Perform quality-control reviews of project files and documentation.Verify that required project information is complete before projects move to the next stage.Help ensure ServiceTitan workflows are being followed consistently across the organization.Identify recurring data, process, or quality issues and communicate them to management.Assist with improving ServiceTitan processes, templates, workflows, and reporting.Additional ResponsibilitiesSupporting new project launches and process implementation.Assisting with scheduling and resource coordination.Coordinating subcontractors and vendors.Assisting with material and equipment coordination.Tracking project costs or change orders.Assisting with warranty and service coordination.Supporting audits and compliance reviews.Preparing reports and project metrics.Training or assisting team members with project-management procedures and ServiceTitan processes.Taking on special projects or other duties assigned by management.Key Performance ExpectationsKeep projects moving without constant supervision.Stay ahead of deadlines rather than reacting after deadlines are missed.Communicate clearly and consistently with all stakeholders.Maintain accurate and organized project records.Follow through on commitments and outstanding action items.Identify problems early and escalate them appropriately.Maintain a high level of attention to detail.Ensure permitting, inspection, utility, and project requirements are completed correctly.Maintain accurate ServiceTitan information and project status.Support installation teams and remove administrative obstacles that prevent successful completion.Protect the company's standards for quality, professionalism, compliance, and customer experience.Role ObjectiveThe primary objective of the Project Coordinator is to keep projects organized, compliant, on schedule, and moving toward successful completion. The Project Coordinator should act as the central coordinator who identifies what needs to happen next, determines who is responsible, follows up until it is completed, and ensures the project record accurately reflects the current status.This position is expected to be proactive rather than reactive and to take ownership of assigned projects from start to finish.Job Requirements:Pre-employment background checkPre-employment drug screenProficiency in reading and interpreting electrical blueprints, schematics, and wiring diagrams.