Permit Coordinator (Fire)

Reports to: Fire Program Manager

About the Role

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.

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.

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

Competencies

• 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.

Requirements

• Education – 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.