Permit Coordinator

Black Diamond Experts; San Rafael (CA); On-site; USD 32,000 - 39,000; Full time

Job summary

Divine Electric & Plumbing in San Rafael, CA is seeking a Project Coordinator to oversee administrative, permitting, utility, installation, and project-management activities from initiation through completion. You will act as the central point between office, field teams, customers, utilities, inspectors, and permitting agencies to keep projects compliant and on schedule.

The role requires strong organization, proactive communication, and the ability to manage multiple projects and deadlines

Qualifications

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

Responsibilities

• Oversee 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.
• Maintain organized records of permits, inspection results, approvals, and project documentation.
• Coordinate utility-related activities and keep projects moving on schedule.
• Maintain accurate project information, statuses, notes, tasks, and documentation within ServiceTitan.
• Communicate project status, scheduling, permitting, inspections, and delays to stakeholders.

Job description

Job Details Job Location: Divine Electric & Plumbing - SAN RAFAEL, CA 94901 Position Type: Full Time Salary Range: $23.00 - $28.00 Hourly Travel Percentage: None Position Overview

The 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 & Inspections

• Oversee 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.

PG&E & Utility Project Management

• Manage PG&E-related project requirements and serve as the primary internal coordinator for utility-related activities.
• Track PG&E applications, requirements, scheduling, communications, and project milestones.
• Coordinate with PG&E representatives and other utility stakeholders to resolve issues and keep projects moving.
• Monitor utility-related deadlines and identify potential delays before they impact the overall project schedule.
• Maintain accurate documentation and status updates for all PG&E-related activities.
• Coordinate utility disconnects, reconnects, meter-related requirements, approvals, or other assigned utility activities as applicable.

Overall Project Management

• Manage 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 Coordination

• Assist 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 Control

• Maintain 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.

Customer & Stakeholder Communication

• Serve as a professional point of contact for project-related questions and updates when assigned.
• Provide timely updates regarding project status, scheduling, permitting, inspections, utility requirements, and delays.
• Communicate professionally with customers, employees, contractors, inspectors, utility representatives, and government agencies.
• Help set appropriate expectations and ensure commitments are followed through.
• Document important communications and decisions within the appropriate project records.

Documentation & Administrative Responsibilities

• Maintain complete and organized project files.
• Review project documentation for accuracy and completeness.
• Track outstanding documents, approvals, signatures, photos, inspection reports, and other required records.
• Prepare project status reports and updates for management as requested.
• Assist with invoicing, closeout documentation, warranty documentation, or other administrative project requirements as assigned.
• Maintain accurate records of project milestones, delays, issues, and resolutions.

Problem Solving & Process Improvement

• Proactively identify potential project issues before they become major problems.
• Research and resolve project-related questions and administrative issues.
• Develop solutions when projects experience permitting, inspection, utility, scheduling, or installation obstacles.
• Recommend improvements to company processes and procedures.
• Help establish and maintain standardized project-management practices.
• Assist management with special projects and operational initiatives.

Additional Responsibilities

• Supporting 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 Expectations

• Keep 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 elevate 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.

Core Competencies

• Project coordination and organization
• Time management and prioritization
• Strong written and verbal communication
• Attention to detail
• Problem solving and critical thinking
• Follow-through and accountability
• Ability to manage multiple projects simultaneously
• Ability to work independently
• Cross-departmental coordination
• Customer service
• Documentation and record keeping
• Technology and software proficiency
• Adaptability and willingness to take ownership

Role Objective

The 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.

QualificationsJob Requirements:

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