Job Description

SITE ADAPT ADMINISTRATOR

Possible Previous Experience Titles – Design Project Manager, Permit Coordinator, Planning Manager

Key Responsibilities

• Create and manage preconstruction/design/utility readiness schedules for simultaneous projects
• Research local ordinances and design requirements and provide a report of items that could affect the product (standard building)
• Research local permitting requirements to build an estimated permitting approval schedule for the internal and external (client) team to follow
• Research and populate utility tracker by reaching out to local power, water, data, sewer, etc. providers. Update multiple project schedules to reflect timeline.
• Identify and manage risks associated with preconstruction/design/utilities project timelines and escalate issues to Project Manager and Program Manager
• Provide the design team with list of permitting tasks for the upcoming weeks to keep on schedule
• Coordinate scheduled tasks with external resources in a timely manner (pre-app meetings, inspections, etc.)
• Prepare and organize permit application documents including coordination of payment to local jurisdictions
• Facilitate and track the response to RFI’s and submittals
• Coordinate and schedule inspection under Program Manager and Program Designer’s direction
• Minimize the approval process to obtain the permits as quickly as possible
• Follow up and keeping track of permit submission progress
• Provide guidance to clients on permitting requirements and processing and updating Owner/Client on status of permits/roadblocks
• Maintain accurate records of all permit applications, approvals, and correspondence to make/support/improve repeatable processes for future projects
• Execute permit submissions/approvals/closeouts for regulatory, building, AHCA/state Health, and accessory permits (sometimes subcontractor permits)
• Manage documentation uploads in (e-plan room in BIM360/ACC/E-Builder and narratives) for clear communication to all parties
• Quality check on all drawing revisions to prevent repeat of local AHJ comments
• Assist in resolving any permit/utility related disputes or issues that may arise during the construction process.
• Maintain up-to-date knowledge of local building codes, zoning laws, and permit requirements.
• Coordinate completion of as-built documents required by client and local jurisdiction

Qualifications

• Proficiency in project management software (e.g., BIM360, ACC, Procore, Smartsheet/Excel, Microsoft Office, Bluebeam)
• Strong understanding of architectural processes and project phases.
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Exceptional communication skills, both verbal and written.
• Strong communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
• Experience in project management or coordination within the construction industry.
• Ability to build and maintain relationships with government officials
• Detail-oriented with strong problem-solving skills.
• Participate in project meetings, taking notes and following up on action items.
• Maintain accurate project documentation