Preconstruction Coordinator - Permit Expeditor

Citadel Development Services LLC; Austin (TX); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

401(k)

Competitive salary

Dental insurance

Flexible schedule

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Wellness resources

Job summary

Citadel Development Services LLC seeks a seasoned Permitting & Preconstruction Coordinator to drive permit submissions, tracking, and client updates across Texas. You will manage submittals, coordinate with jurisdictions, and keep a live schedule with changes and recovery plans.

A strong background in retail/QSR and proficiency with scheduling tools are essential. Flexible work-from-home options are available, and you will support multiple projects with a focus on speed, accuracy, and clear

Qualifications

• 3+ years in permit expediting, entitlements, or preconstruction coordination.
• Ground-up retail or QSR experience is a strong plus.
• Knowledge of Texas municipal processes (plats, site plans, civil, building review).
• Excellent written communication and highly organized.
• Willingness to travel to jurisdictions and sites.
• Proficiency with Smartsheet, Microsoft 365, Bluebeam/Adobe.
• Valid Texas driver's license and ability to travel.

Responsibilities

• Prepare, submit, and track permit, plat, site plan, civil, zoning, and building applications across Texas.
• Confirm submissions received within two business days and follow up every five days.
• Maintain a live permitting schedule and date-change log.
• Record date changes with reason, impact, and recovery plan.
• Notify precon lead and client within 24 hours of delays.
• Provide weekly client updates with bad news first and reconciled dates.
• Quality-control outgoing documents for spelling, attachments, dates.
• Track client, landlord, surveyor, engineer, and utility deliverables.
• Coordinate surveys (ALTA, topographic, boundary) and review for accuracy.
• Know jurisdiction calendars and build into our schedules.
• Acknowledge client emails same business day and respond within 24 hours.
• Keep schedules and PM software current at all times.

Skills

Permit expediting

Preconstruction coordination

Client communication

Organization & multitasking

Travel readiness

Tools

Smartsheet

Microsoft 365

Bluebeam

Permit portals (MyGov)

Procore or Sage

Job description

Benefits

• 401(k)
• Competitive salary
• Dental insurance
• Flexible schedule
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

About Citadel

Citadel is a design-build general contractor delivering ground-up and remodel commercial projects for national and regional brands, including quick-service restaurants and drive-thru coffee. We handle the full lifecycle: due diligence, entitlements, design, permitting, and construction. Our code is simple. Bad news first, no surprises, brutal honesty, and we own our results.

The Role

You’ll be the engine behind our permitting and preconstruction schedule. You’ll track every submittal, chase every jurisdiction, and make sure our clients always know where their project stands and why. If a date moves, you know it first, you know why, and the client hears it from us within 24 hours.

What You’ll Do

• Prepare, submit, and track permit, plat, site plan, civil, zoning, and building applications across multiple Texas municipalities and utility districts, including online portals like MyGov.
• Confirm in writing that every submittal was received within two business days, and follow up with each jurisdiction at least every five business days until approval.
• Maintain a live permitting schedule and date-change log for every project.
• Record the old date, new date, reason, impact, and recovery plan for every change.
• Notify the precon lead and the client within 24 hours of any delay, comment, or schedule change.
• Never hold bad news for the weekly call.
• Prepare and send accurate weekly written client updates that put bad news first, with dates reconciled to our master schedule.
• Run quality control on every outgoing document. Check spelling and grammar, confirm attachments are actually attached, verify dates and figures, and get a second set of eyes on client-facing reports.
• Track and deliver all client, landlord, surveyor, engineer, and utility deliverables. Keep an open-items tracker with an owner and due date on each.
• Coordinate surveys, including ALTA, topographic, and boundary. Review them for accuracy and completeness before they go to the client, and manage corrections to closure.
• Know each jurisdiction's submittal calendars, plat deadlines, P&Z and Council cycles, real review durations, and recording requirements, and build them into our schedules.
• Acknowledge every client email the same business day and give a full answer within 24 hours.
• Keep project schedules, permit trackers, and project management software current at all times.

What You Bring

• 3+ years of experience in permit expediting, entitlements, or preconstruction coordination for commercial construction or development.
• Ground-up retail or QSR experience is a strong plus.
• Working knowledge of Texas municipal processes, including plats, site plans, civil and building review, overlays, variances, TIAs, and TxDOT permits.
• A relentless follow-up habit. You don't assume anything was received or approved until it's confirmed in writing.
• Excellent written communication: clear, concise, and error-free.
• Highly organized and detail-oriented, able to juggle 20+ active projects without dropping a deliverable.
• Comfortable delivering bad news early and plainly, with a recovery plan attached.
• Proficiency with Smartsheet (or similar scheduling tools), Microsoft 365, Bluebeam or Adobe, and permit portals. Procore or Sage experience is a plus.
• Valid Texas driver's license and the ability to travel to jurisdictions and sites as needed.

How We’ll Measure Success

• No unexplained date changes reach a client.
• Every submittal is confirmed received within two business days.
• Client emails are acknowledged the same day and answered within 24 hours.
• Weekly updates go out on time, accurate, and error-free.
• Surveys and landlord deliverables are right the first time.

Why Citadel

Competitive salary based on experience, benefits, a growing company with a strong national client pipeline, and a team that values honesty, ownership, and results. Flexible work from home options available.