Permit Coordinator

Job Description

Job Description

Homes by WestBay & Casa Fresca Homes offer a new kind of home building experience with a focus on delivering an exceptional homebuilding experience at an outstanding value. Recognized both nationally and regionally for our award-winning new home designs, we offer new single-family homes for sale throughout the finest new communities within the greater Tampa Bay area. Founded in 2009, we have evolved into the largest, privately owned new homebuilder in the Tampa Bay and Central Florida markets.

The Permitting Coordinator is responsible for processing and managing all applications, plans, and documentation required to obtain building permits for Casa Fresca Homes. This role serves as a key liaison between internal teams, architects, vendors, and county agencies to ensure permitting timelines are met and construction activities remain on schedule.

Responsibilities

• Coordinate permitting starts with applicable architects upon permit release.
• Enter, track, and maintain permitting information within Newstar.
• Create and maintain complete and accurate permitting files.
• Order plot plans from assigned survey vendors and distribute electronic copies to the ACM, ASM, and ARC Coordinator upon receipt.
• Order energy calculations from assigned HVAC vendors.
• Track structural RFPs post-contract and provide required information to architects for plan revisions.
• Compile and submit complete permitting packages for County submittal and for Construction Managers (CMs).
• Communicate with architects regarding permit denials, track required plan revisions, and manage resubmittals to the County.
• Track and request Notices of Commencement (NOCs) as needed.
• Monitor permit submittals and approvals within County systems.
• Ensure agreed-upon permitting timelines are met through proactive coordination with architects, engineers, survey vendors, HVAC vendors, Suncoast Permits, and internal Sales and Construction teams.
• Research and respond to permitting-related inquiries from internal stakeholders, including Sales, Construction, Accounting, and the Design Center.
• Prepare check requests for permit and utility fees when permits are ready for pick-up.
• Provide required documentation and information to Suncoast Permits for County permit pick-up.
• Notify applicable Construction Managers when County-approved permits or revised documents are received.
• Attend weekly Starts and Backlog meetings to provide updates on permit status and upcoming permit pick-ups.
• Perform additional duties as assigned.

Skills

• Planning & Organizing: Effectively prioritizes tasks, manages time efficiently, sets goals, and plans for resource needs.
• Problem Solving: Identifies issues, gathers and analyzes information, develops solutions, and collaborates across departments to resolve challenges.
• Communication:

• Oral: Communicates clearly and professionally; actively listens; responds effectively to questions; participates in meetings.
• Written: Writes clearly and concisely; edits work for accuracy; adapts communication style as needed; interprets written information effectively.

• Influence: Positively influences others in support of organizational goals.
• Quality & Accuracy: Demonstrates attention to detail, ensures thoroughness, seeks continuous improvement, and monitors work for quality.
• Adaptability: Responds effectively to changing priorities, deadlines, and unexpected challenges.
• Professionalism & Culture: Ability to integrate and apply the company’s PACT framework in all job functions.

Requirements

• High school diploma required; four-year degree preferred.
• Minimum of one (1) year of experience in construction-related duties.
• Proficiency in Microsoft Office applications, including Excel, Word, and Access.

Additional Requirements

• This is an on-site position based in the Tampa Bay area and will require relocation if you are not currently located in the area. While the role is primarily in-person, there may be limited access to remote work at the discretion of management and based on business needs.
• This is a non-exempt role, and any overtime worked requires prior approval from management. Failure to obtain management approval for overtime may result in corrective action in accordance with company policy.
• Being authorized to work in the U.S. without employer sponsorship is a precondition of employment.

Homes by WestBay, LLC and Casa Fresca Homes – Cool House, LLC., is an Equal Opportunity Employer. The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Other duties may be assigned as necessary, and reasonable accommodations will be made to enable individuals with disabilities to perform essential functions. This policy applies to all aspects of employment, including but not limited to recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.