Permit Coordinator (DOB Experience)

The Permit Coordinator/Permit Project Manager plays a vital role in moving projects smoothly from concept to approval. This position is responsible for understanding and navigating agency requirements, managing projects through the permitting process, and coordinating with local, county, and state agencies as needed. The role also involves collaboration with in-house and outside professionals to support planning board, zoning board, food service health applications, and general building permits. In addition, the Permit Coordinator may assist with in-house requests such as printing architectural drawings on our HP plotter.

This is a detail-oriented role that requires excellent communication, record-keeping, and time management skills, along with the ability to build strong working relationships with both internal teams and external partners.

At GRA Design Studio, a mid-size architecture firm specializing in residential and retail commercial projects, you’ll have the opportunity to make a meaningful impact. We are a growing company where team members not only advance their careers but also help shape the future of the business.

(Title and scope of responsibilities will be aligned with experience level)

Responsibilities

• Research and document permitting requirements for local, county, and state agencies across multiple jurisdictions.
• Prepare, submit, and track permit applications through the entire approval process, providing timely updates to leadership and clients.
• Coordinate the delivery of proposal packages to agencies and ensure compliance with deadlines.
• Serve as a primary point of contact with agencies, addressing questions, resolving issues, and maintaining strong working relationships.
• Communicate directly with clients via phone, email, or in-person, offering updates and assistance throughout the process.
• Maintain accurate records of all applications, time, and expenses, including reimbursable fees.
• Prepare documentation and correspondence to support approvals and compliance requirements.
• Identify opportunities to improve permitting workflows, streamline processes, and strengthen relationships with agencies.
• Collaborate with internal teams and leadership to manage workload, prioritize tasks, and ensure smooth project delivery.
• Contribute to the development of team practices, provide guidance to colleagues, and share knowledge to support professional growth.

Requirements

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills for interaction with agencies, clients, and internal teams.
• Experience with permitting processes in multiple jurisdictions preferred.
• Familiarity with NYC Department of Buildings (DOB) permitting processes.
• Proficiency with Microsoft Office Suite and related project tracking tools.
• For senior candidates: extensive permitting experience (15+ years), demonstrated leadership abilities, and proven success in mentoring or overseeing teams.
• A valid driver’s license and access to a personal vehicle for occasional travel to client offices or site visits.
• Proficiency in Microsoft Office applications required. Experience with project management tools like SmartSheet is a plus. Please list all relevant software skills on your resume.
• Ability to lift up to 50 pounds, as needed for document handling.

Benefit Conditions:

• Waiting period applies
• Only full-time employees eligible

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• SmartSheet: 1 Year (Preferred)
• Customer service: 1 year (Preferred)

Job Type: Full-time

Benefits:

• Health, dental, & vision insurance
• Paid time off & Holidays
• Career growth opportunities & professional development assistance (Amber Books subscription, additional PTO for ARE prep & testing)
• Retirement plan (401K with employer contribution)
• Collaborative team dynamic 
• Extracurricular activities (sports clubs, bowling leagues, etc) & company events 
• Wellness activities and benefit offerings
• Flex scheduling
• Hybrid work environment 

Schedule:

• 8 hour shift 
• Monday to Friday

Company's website:

• https://gradesignstudio.com/ 

Work Remotely:

• 2 days 

Work Location: In person in Green Brook, NJ