Projects & Permits Coordinator — Scheduling & Field Support

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

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.