Permit Coordinator (Fire)

Permit Coordinator (Fire)

Texas – Fort Worth

Reports to: Fire Program Manager

Job Summary:

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

Essential Duties and Responsibilities

Provide Permit Guidance – 
•    Answer phone calls, emails, and in‑person inquiries; explain fire‑permit 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., fire‑code specialists, plan‑review staff) and external agencies (city fire department, building department).
Monitor Review Progress – 
•    Track each application’s status in BV’s permit‑management 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.
Special‑Volume Customer Liaison – 
•    When assigned, serve as dedicated contact for high‑volume 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 hard‑copy permit packets, ensuring that all records are complete, accurate, and readily retrievable for audit purposes.
Answer General Inquiries – 
•    Field routine questions about fire‑code requirements, directing technical questions to the appropriate fire‑code specialist when needed.
Uphold Confidentiality – 
•    Protect all applicant and BV information in accordance with BV’s data‑privacy 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 Fire‑Program Manager, including participation in special projects, training sessions, or process‑improvement initiatives

Job Qualifications and Education:

Skills

•    Computer Applications – MS Word, Excel, Outlook, Adobe Acrobat, Adobe Photoshop    
•    Permit‑Management 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 photo‑editing    
•    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 high‑volume 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 service‑level deadlines, and handle competing requests    
•    Office Equipment – Proficient with copiers, scanners, multi‑line 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.
•    Customer‑Focused 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 fire‑code 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 3 years of general clerical experience, including at least 2 years in a strong customer‑service role. 
•    Experience in construction, building, or permitting (preferred) – 2 + years.
Permitting Knowledge    
•    Familiarity with basic land‑development and construction‑permit requirements; understanding of fire‑code terminology and municipal permitting processes.
Licensing    
•    Valid Texas driver’s license (Class C or equivalent).
Other Requirements    
•    Ability to pass pre‑employment drug screen, motor‑vehicle record check, prior‑employment verification, and criminal background check (if applicable).

Physical and Environmental Conditions
•    Work Setting – Office‑based; 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 20 lb (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 (climate‑controlled, lighting appropriate for computer work).
•    Safety – Must follow BV’s office safety policies; occasional visits to municipal offices may require modest walking.