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Permit Coordinator (Fire)

Texas - Fort Worth

Reports to: Fire Program Manager

Job Summary:

The FireProgram Permit Coordinator provides frontline support to homeowners, contractors, and municipal staff throughout the Ft.Worth service area. Working from a BV office, the coordinator assists applicants with firepermit applications, reviews submissions for completeness, routes documents for required agency reviews, tracks permit status, and issues final approvals. The role demands strong customerservice skills, meticulous attention to detail, and the ability to manage multiple permit files simultaneously while maintaining confidentiality and compliance with local firecode regulations.

Essential Duties and Responsibilities

Provide Permit Guidance - 
   Answer phone calls, emails, and inperson inquiries; explain firepermit application procedures, required documentation, and basic code requirements to the public, contractors, and municipal officials.
Review Applications for Completeness - 
   Verify that each permit packet contains all required forms, plans, calculations, and supporting documents before routing for technical review.
Distribute Applications - 
   Forward complete applications to the appropriate internal reviewers (e.g., firecode specialists, planreview staff) and external agencies (city fire department, building department).
Monitor Review Progress - 
   Track each application's status in BV's permitmanagement system; follow up with reviewers to ensure timely completion of technical checks.
Notify Applicants of Approval/Denial - 
   Once all reviews are finished, generate and issue the official Permit to Operate (or denial notice) and communicate any required corrective actions to the applicant.
Liaise Between Agencies and Applicants - 
   Act as the primary point of contact between the applicant and reviewing agencies; relay questions, requests for additional information, and status updates.
SpecialVolume Customer Liaison - 
   When assigned, serve as dedicated contact for highvolume customers (e.g., large developers) to streamline their permit workflow.
Track Permit Through Inspection Phase - 
   Coordinate with field inspectors to confirm that permits have been inspected; update applicants on inspection scheduling, findings, and final closure.
Maintain Permit Files - 
   Organize and preserve electronic and hardcopy permit packets, ensuring that all records are complete, accurate, and readily retrievable for audit purposes.
Answer General Inquiries - 
   Field routine questions about firecode requirements, directing technical questions to the appropriate firecode specialist when needed.
Uphold Confidentiality - 
   Protect all applicant and BV information in accordance with BV's dataprivacy policies and applicable regulations.
Attendance & Punctuality - 
   Report to work on a regular, consistent schedule; adhere to BV's attendance policies.
Other Duties - 
   Perform any additional tasks assigned by the Regional Director or FireProgram Manager, including participation in special projects, training sessions, or processimprovement initiatives

Skills

   Computer Applications - MSWord, Excel, Outlook, AdobeAcrobat, AdobePhotoshop    
   PermitManagement Software - Experience with electronic permitting systems (e.g., Accela, Cityworks, or BV's proprietary platform)    
   Digital Imaging - Use of scanners/digital cameras for document capture and basic photoediting    
   Technical Writing - Draft clear, concise permit status letters, approval notices, and email correspondence    
   Verbal Communication - Explain permit requirements and code basics to a diverse public audience
   Customer Service - Resolve inquiries politely, manage highvolume call/email queues, and maintain a professional demeanor    
   Problem Solving - Identify missing information, suggest corrective actions, and navigate procedural roadblocks    
   Time Management & Multitasking - Prioritize multiple permit files, meet servicelevel deadlines, and handle competing requests    
   Office Equipment - Proficient with copiers, scanners, multiline phone systems, and fax machines    

Competency

The requirements listed below are competencies required to perform the job successfully.
   Attention to Detail - Detects missing or inaccurate documentation before it stalls the review process.
   CustomerFocused Service - Provides courteous, helpful assistance; anticipates applicant needs and follows up proactively.
   Integrity & Ethics - Handles confidential permit records responsibly and adheres to BV's Code of Ethics.
   Organizational Skills - Maintains orderly files, tracks numerous permits simultaneously, and meets deadlines.
   Adaptability - Adjusts to fluctuating workload volumes, urgent requests, and changing municipal procedures.
   Team Collaboration - Works effectively with firecode specialists, field inspectors, municipal staff, and other BV departments.
   Continuous Improvement - Suggests workflow enhancements and participates in training to keep processes efficient.

Education, Certifications, and Experience (required):  
   High school diploma or GED (minimum).
   Associate degree in Business Administration, Public Administration, Construction Management, or related field preferred.
Experience
   Minimum 3years of general clerical experience, including at least 2years in a strong customerservice role. 
   Experience in construction, building, or permitting (preferred) - 2+years.
Permitting Knowledge    
   Familiarity with basic landdevelopment and constructionpermit requirements; understanding of firecode terminology and municipal permitting processes.
Licensing    
   Valid Texas driver's license (Class C or equivalent).
Other Requirements    
   Ability to pass preemployment drug screen, motorvehicle record check, prioremployment verification, and criminal background check (if applicable).

Physical and Environmental Conditions
   Work Setting - Officebased; may require extended periods of sitting or standing while using a computer, phone, and office equipment.
   Physical Demands - Frequent use of hands for typing, data entry, and handling documents; occasional lifting of up to 20lb (e.g., boxes of paperwork, equipment).
   Vision - Clear distance, near, and adjustable focus vision required for reading plans, permits, and electronic screens.
   Environmental Exposure - Typical office environment (climatecontrolled, lighting appropriate for computer work).
   Safety - Must follow BV's office safety policies; occasional visits to municipal offices may require modest walking.