Permitting / Project Coordinator

Ultimate Staffing; Town of Florida (NY); On-site; USD 28,000 - 32,000; Full time

Job summary

Ultimate Staffing is seeking a detail‑oriented Permitting / Project Coordinator to support planning, scheduling, and execution of system installations across residential and commercial properties. You will act as the operational hub between customers, technicians, vendors, and internal teams to keep projects on track and on budget.

The position is full‑time in Lantana, FL with 8:00 am – 4:30 pm, Monday to Friday.

Qualifications

• 1-3 years in project coordination, dispatching, or administrative support (security, construction, or low-voltage industry preferred).
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficient with Microsoft 365, scheduling systems, and CRM platforms.
• Experience with alarm/security industry software (e.g., SedonaOffice, simPRO, ServiceTitan) is a plus.

Responsibilities

• Coordinate and schedule installation, service, and inspection appointments with customers and field technicians.
• Track daily project progress, deadlines, and technician workloads to optimize productivity.
• Prepare project documentation including work orders, permits, submittals, and closeout packages.
• Serve as the primary point of contact for customers throughout the project lifecycle.
• Communicate timelines, installation requirements, and updates in a professional, customer‑focused manner.
• Order equipment and materials; track deliveries and verify inventory for scheduled jobs.
• Assist Project Managers with planning, budgeting, and reporting of project activities.
• Maintain accurate and up‑to‑date project files in company systems (CRM, job management software, etc.).
• Coordinate with municipalities for permitting, inspections, and compliance requirements.
• Support billing team with job costing, invoicing information, and project status updates.
• Provide technicians with job packets, system details, and any required documentation.

Skills

Project coordination

Organizational skills

Communication skills

Microsoft 365

Scheduling systems

CRM platforms

Alarm/security software

Florida permitting knowledge

Job description

We are seeking a detail‑oriented and highly organized Project Coordinator to support the planning, scheduling, and execution of our customers system installations across residential and commercial properties. This role acts as the operational hub between customers, technicians, vendors, and internal teams ensuring projects stay on track, on budget, and deliver exceptional service. The ideal candidate thrives in a fast‑paced environment, communicates clearly, and enjoys keeping multiple moving parts aligned.

Permitting / Project Coordinator

Location: Lantana, FL

Employment Type: Full-Time

Hours: 8am-4:30pm M-F

Pay: $20-$23/hr.

About the Role

We are seeking a detail‑oriented and highly organized Project Coordinator to support the planning, scheduling, and execution of our customers system installations across residential and commercial properties. This role acts as the operational hub between customers, technicians, vendors, and internal teams ensuring projects stay on track, on budget, and deliver exceptional service. The ideal candidate thrives in a fast‑paced environment, communicates clearly, and enjoys keeping multiple moving parts aligned.

Key Responsibilities

Project Coordination & Scheduling

• Coordinate and schedule installation, service, and inspection appointments with customers and field technicians.
• Track daily project progress, deadlines, and technician workloads to optimize productivity.
• Prepare project documentation including work orders, permits, submittals, and closeout packages.

Customer & Vendor Communication

• Serve as the primary point of contact for customers throughout the project lifecycle.
• Communicate timelines, installation requirements, and updates in a professional, customer‑focused manner.
• Order equipment and materials; track deliveries and verify inventory for scheduled jobs.

Operational Support

• Assist Project Managers with planning, budgeting, and reporting of project activities.
• Maintain accurate and up‑to‑date project files in company systems (CRM, job management software, etc.).
• Coordinate with municipalities for permitting, inspections, and compliance requirements.
• Support billing team with job costing, invoicing information, and project status updates.

Field Technician Support

• Provide technicians with job packets, system details, and any required documentation.
• Troubleshoot scheduling or supply issues to minimize downtime.
• Track technician time, progress notes, and job completion details.

Qualifications

• 1-3 years of experience in project coordination, dispatching, or administrative support (security, construction, or low‑voltage industry preferred).
• Strong organizational and multitasking skills with excellent attention to detail.
• Professional communication skills-both written and verbal.
• Ability to read or interpret basic work orders, schedules, or installation documents.
• Proficient with Microsoft 365, scheduling systems, and CRM platforms.
• Experience with alarm/security industry software (e.g., SedonaOffice, simPRO, ServiceTitan) is a plus.
• Familiarity with Florida permitting processes is a plus.

Key Competencies

• Customer service mindset
• Problem solving and proactive follow‑through
• Time management and task prioritization
• Team collaboration
• Adaptability and composure under pressure

Desired Skills and Experience

• 1-3 years of experience in project coordination, dispatching, or administrative support (security, construction, or low‑voltage industry preferred).
• Strong organizational and multitasking skills with excellent attention to detail.
• Professional communication skills-both written and verbal.
• Ability to read or interpret basic work orders, schedules, or installation documents.
• Proficient with Microsoft 365, scheduling systems, and CRM platforms.
• Experience with alarm/security industry software (e.g., SedonaOffice, simPRO, ServiceTitan) is a plus.
• Familiarity with Florida permitting processes is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.