Permitting & Office Admin Specialist (Construction)

FLORIDA MECHANICAL & BUILDING SOLUTIONS, LLC; Town of Florida (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

Florida Mechanical & Building Solutions, LLC seeks an Office Administrator with permitting experience to support our operations team, project managers, technicians, and customers. The role focuses on permit processing, project documentation, scheduling support, customer communication, invoicing assistance, and coordination with municipalities and inspectors in a fast-paced environment.

Full-time, office-based position.

Qualifications

• 3+ years of office administration in construction or related trades.
• Experience processing permits through municipal building departments and online portals.
• Knowledge of construction documents, plans, inspections and contractor requirements.
• Proficiency with Microsoft Office and document management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills with ability to prioritize multiple tasks.

Responsibilities

• Prepare, submit, track, and close out permits for HVAC, mechanical, plumbing, and construction projects.
• Coordinate with municipalities, building departments, inspectors, and plan reviewers.
• Monitor permit status and follow up on approvals, corrections, and inspection requirements.
• Upload plans, licenses, insurance certificates, and required paperwork.
• Maintain permit logs and project documentation.
• Schedule inspections and report results to project teams.
• Assist with invoice preparation, billing documentation, and collections follow-up.
• Provide daily administrative support to management, project managers, dispatch, and field technicians.

Job description

Florida Mechanical & Building Solutions, LLC seeks an Office Administrator with permitting experience to support our operations team, project managers, technicians, and customers. The role focuses on permit processing, project documentation, scheduling support, customer communication, invoicing assistance, and coordination with municipalities and inspectors in a fast-paced environment.

Full-time, office-based position.