Permits & Projects Administrator - Construction Support

FLORIDA MECHANICAL & BUILDING SOLUTIONS, LLC; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

Florida Mechanical & Building Solutions (FMBS) is seeking an Office Administrator with permitting experience to support our operations team, project managers, technicians, and customers. This position focuses on permit processing, project documentation, scheduling, invoicing assistance, and coordination with municipalities and inspectors.

The ideal candidate has experience working with building departments, permitting portals, contractors, and construction documentation, and excels in a

Qualifications

• 3+ years of office administration experience in construction, HVAC, plumbing, electrical, or a related trade industry.
• Experience processing permits through municipal building departments and online permitting systems.
• Knowledge of construction documents, plans, inspections, and contractor requirements.
• Strong computer skills, including Microsoft Office and document management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Ability to work independently and meet deadlines.

Responsibilities

• Prepare, submit, track, and close out permits for HVAC, mechanical, plumbing, and construction projects.
• Coordinate with local municipalities, building departments, inspectors, and plan reviewers.
• Monitor permit status and follow up on approvals, corrections, and inspection requirements.
• Upload plans, documents, licenses, insurance certificates, and required supporting paperwork.
• Maintain accurate permit logs and project documentation.
• Schedule inspections and communicate inspection results to project teams.
• Assist with certificate of completion and project closeout documentation.
• Provide daily administrative support to management, project managers, dispatch, and field technicians.
• Answer incoming calls, emails, and customer inquiries professionally.
• Maintain customer files, project folders, and company records.
• Assist with preparing proposals, estimates, change orders, and project documentation.
• Enter and update information in company software systems.
• Assist with invoice preparation, billing documentation, and collections follow-up.
• Maintain organized electronic and physical filing systems.
• Assist dispatch and operations teams with scheduling coordination.
• Communicate with technicians regarding job requirements, permits, and inspection schedules.
• Track project progress and outstanding requirements.
• Coordinate with vendors, subcontractors, customers, and inspectors as needed.

Skills

Office administration

Permitting experience

Communication

Organization

Scheduling

Independent work

Tools

Microsoft Office

Document management systems

Permitting portals

Job description

Florida Mechanical & Building Solutions (FMBS) is seeking an Office Administrator with permitting experience to support our operations team, project managers, technicians, and customers. This position focuses on permit processing, project documentation, scheduling, invoicing assistance, and coordination with municipalities and inspectors.

The ideal candidate has experience working with building departments, permitting portals, contractors, and construction documentation, and excels in a