Traffic Permits Office Coordinator

PINPOINT PRECISION ENGINEERING; Chicago (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Annual bonus opportunities

401(k) with company

Medical, Dental, and Vision Insurance

Short‑Term Disability Coverage

Professional development support

Job summary

Pinpoint Precision Engineering in Chicago is seeking a detail‑oriented Permit Administrative Specialist to support the Transportation Team. You will manage supplies, maintain client email, review inquiries, and enter permit applications into the PTM system.

This role emphasizes accuracy, organization, and clear communication with applicants and engineers. The ideal candidate has an associate degree, strong data entry skills, and the ability to work well in a team environment.

Qualifications

• Associate’s degree required; higher education is a plus.
• Strong data entry and typing skills are essential.
• Good interpersonal and organizational abilities.
• Clear oral and written communication skills.
• Professionalism and courtesy in the office.
• Ability to work well in both individual and team settings.
• Basic computer knowledge: MS Office, Acrobat, Google Earth and internet search.

Responsibilities

• Maintain supply inventory and verify receipt of supplies.
• Manage the assigned client’s email account and respond to inquiries.
• Review and route permit inquiries to Area Permit Engineers.
• Enter new permit applications into the PTM system and organize by county folders.
• Review submittals for completeness and return if incomplete.
• Provide read receipts and inform Applicants of reference numbers and timelines.
• Answer status inquiries from Applicants and engineering firms and forward to engineers.
• Mail out letters and other permit-related correspondence.
• Distribute annual permits materials and maintain the inspection spreadsheet.
• Submit forms for record retention and coordinate tasks with the Traffic Permits Engineer.

Skills

Data entry

Typing ability

Interpersonal skills

Written communication

Oral communication

Team orientation

Office software

Internet research

Adaptability to PTM

Education

Associate’s degree

Bachelor’s degree preferred

Tools

PTM System

Microsoft Office

Adobe Acrobat

Google Earth

Job description

When you join the Pinpoint team, the sky’s the limit. You will gain experience from some of the industry’s most talented engineers and play a pivotal role on our Transportation Team as we deliver quality service to our clients.

You’ll be a great fit if you have this:

• Minimum Education Requirement - Associate’s degree; Bachelor’s or higher is a plus
• Strong Data Entry and typing ability
• Strong interpersonal and organizational skills
• Effective oral and written communication skills
• Professionalism and courtesy are exhibited while in the office
• Must be able to work well within individual and team atmospheres
• Basic computer knowledge, including Microsoft Office Suite, Adobe Acrobat, Google Earth, and internet search engines
• Ability to adapt to the required Permit Tracking Management (PTM) System once familiar with the software

Here’s What You Will Be Doing:

• Maintaining supply inventory, ascertaining needed supplies, and verifying receipt of supplies
• Maintaining the assigned client’s email account
• Review and answer email inquiries; forwarding any permit‑specific inquiries to Area Permit Engineer(s)
• Entering new permit applications into a Permit Tracking Management (PTM) System and separates into County‑specific folders for review by Area Permit Engineer(s)
• Review submittals for completeness; returns to Applicant if incomplete
• Provide “read receipt” to Applicants and notify them of assigned Agency Reference Number(s) and approximate review timeline(s)
• Answer status and inquiry calls/emails from Applicants and engineering firms; forward to Area Permit Engineer(s) to address
• Process and mail out hard copies of review letters, Items Required letters, Completion letters, Deficiency letters, Extension letters, Letters of Authority, and all other correspondence related to permit projects
• Send bi‑annual Maintenance Resolution to municipalities, townships, etc., within the assigned work zone for emergency work and routine maintenance along State roadways
• Send the annual Traffic Permits Instruction sheet along with any updates to engineering firms and municipalities to apply for a highway permit(s)
• Process issued permits and distribute formal copies of the permit to all applicable parties once checked by Area Permit Engineer(s) for accuracy
• Maintain an inspection spreadsheet for issued permits, date(s) inspected, approval/denial of items constructed, and date of finalized permit
• Provide a detailed list of permits and Letters of Authority issued at year’s end
• Maintain a spreadsheet of finalized and voided permits for record retention purposes
• Submits BoBS RC 4200 form(s) for each box sent to Springfield for record retention purposes
• Address various tasks as assigned by the Traffic Permits Engineer

Compensation

The compensation range for this role is a good‑faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skill set, and physical work location.

In addition to base compensation, employees may be eligible for:

• Annual performance‑based bonus opportunities
• 401(k) with company
• Medical, Dental, and Vision Insurance
• Short‑Term Disability Coverage
• Professional development and continuing education support

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

Women, Veterans, Disabled and Minorities are encouraged to apply:

All qualified applicants will receive consideration without regard to race, color, age, gender, religion, national origin, disability, sexual orientation, gender identity, veteran/military status, marital status, genetic information, or any other status protected under local, state, or federal laws or regulations.