Permit Coordinator

Job Description

Job Description

At Smith Douglas Homes, we pride ourselves on being one of the fastest growing home building companies in the country. We are looking for a Permit Coordinator to join our team in the DFW metro area. Smith Douglas Homes is proud to offer a competitive benefits package to our employees as well as a family type work environment.

Position Summary:

Our Permit Coordinator role suits you perfectly as you will be responsible for ensuring building permit documents are completed and submitted on a timely and accurate basis. It will provide you the opportunity to accentuate your well-honed office administrative skills, your ability to bring organization to anything, your keen attention to detail, a sense of urgency, and proficiency at following up. In addition, you will enjoy using your natural people skills to cultivate and maintain trusted business relationships with our trades, construction team and local municipalities. You’ll be an essential part of our team, working behind the scenes to ensure our operations are humming and running smoothly. You’ll report directly to the head of Operations while working closely with the office staff as a valued team member.

You’ll delight in the privilege of assisting families towards finding an affordable home of enduring value. Our mission at Smith Douglas Homes is to enhance the quality of people’s lives. What an honor it will be to play such a huge part in living our mission!

Starts Duties:

1. Initiate house start once house is accepted into SMART (proprietary software) and lot estimate is complete.
2. Verify garage side (left or right) within lot matrix and SMART.
3. Request HLP from surveyor based on lot info from SMART.
4. Assemble house plans with options mark ups from data from contracts on pre-sales.

- Create PDF document on-line for construction and file.

1. Track receipt of HLPs from surveyor (within 5 days) and then obtain Construction Manager approval. Once approved, log info into SMART and file in appropriate folder(s).
2. Check Plot plan on lots and received by surveyor to ensure proper fit within set backs and impervious requirements.

Permitting Duties:

1. Prepare and submit permit application to municipalities.
2. Track permit statuses and maintain accurate records.
3. Follow-up with the city offices to ensure timely approvals.
4. Ensure required permits (including mechanical permits) are submitted and tracked.
5. Make payments for all permit-related fees.
6. Coordinate trade registration for new communities.
7. Assist in plan reviews for permits and follow ups.
8. Organize and maintain all permit-related documentation.
9. Monitors HOA documents and payment (CCR’s, Rules and Regulations, Design Guidelines, etc.)
10. Update trade license information as necessary

1. Request and print permit checks

1. Deliver to proper municipality
2. Follow through with permit application process with municipality until permit is received
3. Be willing to drive to deliver/ pickup zoning & building permits/water/sewer

1. Enter permit information into SMART (proprietary software) system with permit # and date of receipt.

1. Scan permits and file in public folders and office, update SharePoint.

1. Print plans and HLPs to create starts package.
2. Put packages together with plans, permit info, HLPs, warranty info, and other information.

Office Support:

1. Administrative support of Production and Permitting Director as needed.
2. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
3. Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment ; evaluating new equipment and techniques.
4. Assist with data entry, document organization, and file management.
5. Prepare and organize paperwork for new projects.
6. Maintain confidentiality of company and customer information.
7. Support team operations with additional administrative tasks as needed.

Production Support:

1. Assist with production-related set-up, approvals and pre-construction requirements.
2. Assist in entering and managing purchase orders (POs and VPOs) in SMART as directed.
3. Build relationships with the Builders and Trade Partners.
4. Assist with maintaining schedules as needed.
5. Well versed in construction processes and terminology.
6. Coordinate with internal teams to ensure timelines are met.
7. Help ensure required items are completed before construction starts.
8. Manage distribution lists and internal documentation.

Minimum Job Requirements:

Education: Minimum High School diploma

Licenses, Certifications, etc: None required

Experience: Minimum of 2 years of office, land, sales, construction, and/or legal related administrative experience.

Technical/Professional Skills: Office equipment skills. Spanish language skills helpful.

Computer Skills: Microsoft Office, Microsoft Excel, Power Point, Adobe, AI, and Internet

Work Environment:

• Works in Office
• Works Alone
• Works w/others
• Work in the field
• Verbal contact w/others
• Work with computer and office equipment

Social/Interpersonal Traits:

• Excellent written & oral communication skills
• Detail oriented
• Ability to present
• Professional appearance and attitude
• Ability to prioritize multiple tasks
• Excellent organizational skills
• Effective problem-solving skills
• Great follow-up and follow-through skills
• Sensitive to deadline & time restraints

About this Job Description:

This job description is a summary of the duties associated with the named position. While every effort has been made to make this description as complete as possible, this description is not intended to be a complete and inclusive list of all duties and responsibilities related to any one position. Smith Douglas reserves the right to modify what is summarized in this job description as business necessity and efficiency deemed appropriate. Smith Douglas is an “at-will” employer, meaning that an associate’s employment has no specified term and that the employment relationship may be terminated at any time at the will of either party on notice to the other.