Find & Apply For Scheduler / Operations Coordinator Jobs in Northport, New York

Job Summary:

This role is responsible for coordinating permit applications from initial property research through submission and approval, ensuring all required applications, supporting documentation, licenses, insurance certificates, and municipal requirements are properly completed and tracked. The ideal candidate has prior experience working with Long Island building departments and understands that permitting requirements and processes can vary significantly between Towns and Villages.

Key Responsibilities FOIL & Property Research:

Submit FOIL and property record requests to municipalities and obtain existing permits, Certificates of Occupancy, surveys, plans, violations, and other relevant property records.

Permit Preparation & Submission:

Prepare and submit building, plumbing, HVAC, electrical, and other required permit applications, ensuring applications are complete and all required supporting documentation is included.

Permit Tracking & Follow-Up:

Monitor permit applications from submission through approval, including following up with building departments, responding to municipal comments, coordinating corrections, providing additional documentation, tracking fees, and identifying outstanding requirements.

Licensing & Insurance Compliance:

Obtain and verify contractor, plumber, electrician, and other required licenses and Certificates of Insurance based on the requirements of each municipality.

Municipal Permitting Procedures:

Research and document the permitting requirements for the various Towns and Villages throughout Nassau and Suffolk Counties. Maintain an internal database outlining required permit types, applications, supporting documents, submission methods, fees, licensing and insurance requirements, required inspections, permit closeout procedures, building department contacts, and other municipality-specific requirements.

Document & Application Coordination:

Coordinate the printing, pickup, delivery, and collection of permit-related documents. This may include picking up printed plan sets, delivering applications and plans to Town and Village offices, and traveling to clients' homes to obtain original signatures or documents when necessary.

Internal Coordination & Recordkeeping:

Maintain organized digital permit files and communicate permit status, outstanding requirements, approvals, and next steps to the appropriate internal team members. Qualifications Prior experience with permitting in both Nassau and Suffolk Counties is required, including experience working with Town and Village building departments and familiarity with Long Island municipal permitting procedures. Experience preparing, submitting, and tracking building and/or trade permit applications. Strong organizational skills and exceptional attention to detail. Ability to independently manage multiple applications, deadlines, and follow-ups simultaneously. Strong written and verbal communication skills and confidence communicating with municipal building departments, clients, contractors, and internal team members. Ability to research, understand, and clearly document municipality-specific requirements and procedures. Proficiency with Google Workspace and electronic document management. Valid driver's license and reliable transportation are required. Local travel throughout Nassau and Suffolk Counties is a regular part of this position and may include permit submissions, plan pickups, document deliveries, and obtaining original client signatures. Experience within residential construction, architecture, engineering, expediting, or a related field is strongly preferred. New York State Notary Public commission is a plus. What We're Looking For We are looking for someone who takes ownership of the permitting process and is comfortable independently following an application from start to finish. The right person is proactive, persistent, highly organized, and willing to pick up the phone or visit a building department when necessary to keep a project moving. Because our projects span numerous municipalities across Long Island, this position requires someone who can learn and document the nuances of each jurisdiction while maintaining accurate records that help create a more efficient and consistent permitting process for the entire company.

Pay:

$65,000.00 - $75,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off

Work Location:

In person