Project Specialist 1 - Plan Submittals

Project Specialist I Division: Engineering / Construction Reports To: Department Manager and Project Managers Work Schedule: Full-Time (40 hours per week), with the ability to work additional hours as needed. Position Summary The Project Specialist I coordinates permitting, inspection, contractor, and client-related activities for assigned projects within an engineering and construction environment. This position maintains project and permit records, supports regulatory compliance, tracks schedules and outstanding items, and provides clients and project leadership with accurate, timely status information. The ideal candidate is organized, proactive, client-focused, and able to take ownership of multiple projects while collaborating effectively with regulatory agencies, contractors, clients, and internal team members. Essential Responsibilities Project Coordination and Execution - Take ownership of assigned projects, ensuring timely completion and achievement of established objectives. - Lead specialized tasks for larger or more intricate projects. - Schedule inspections, coordinate with contractors, track project progress, and assist with permit applications. - Prepare and provide essential documentation required for inspections. - Proactively identify and address project concerns, delays, or issues as they arise. - Ensure all project deliverables are complete, accurate, and meet client expectations. - Conduct final project reviews and archive project documentation in accordance with company procedures. Permitting and Regulatory Compliance - Maintain detailed and accurate permit logs and ensure compliance with applicable requirements. - Track unresolved permits, code violations, inspection items, and other outstanding project matters through resolution. - Liaise with regulatory agencies, contractors, and other external entities regarding permits, inspections, submittals, and project requirements. - Prepare, review, and submit complete permit applications and supporting packages to local municipalities and regulatory agencies. - Follow up with building departments and other agencies to monitor permit status and respond to corrections or requests for additional documentation. - Review project documentation for compliance with applicable building codes, zoning regulations, and permitting requirements. - Monitor permit and inspection timelines and promptly notify project teams of potential delays or compliance concerns. - Maintain organized electronic project files and complete records of agency and contractor communications. Client Communication and Reporting - Maintain regular communication with clients and conduct project status meetings. - Develop and present project progress reports to clients. - Collaborate with clients to identify opportunities to improve processes and project results. - Analyze project performance metrics and prepare clear, timely reports for clients and management. - Respond professionally and promptly to client questions, concerns, and requests. Team Support and Leadership - Mentor and supervise junior project team members in the performance of assigned tasks. - Coordinate priorities and share project information with internal team members to support successful project delivery. - Provide guidance on project procedures, documentation standards, and client service expectations. Systems and General Responsibilities - Utilize project management software and other company systems for project tracking, documentation, and reporting. - Maintain accurate records and complete required reports in a timely manner. - Complete daily timekeeping and labor reports in accordance with company policies. - Follow all company policies, procedures, quality standards, and safety requirements. - Contribute positively as a collaborative member of the team. - Perform other duties s assigned. Qualifications Required Qualifications - Minimum of two (2) years of experience in project coordination, permitting, construction administration, or a related field. - Working knowledge of municipal permitting processes, building department procedures, inspection scheduling, and project documentation requirements. - Ability to read and understand construction drawings, technical documents, and agency comments. - Professional verbal and written communication skills. - Excellent interpersonal, client service, and problem-solving skills. - Strong organizational skills with exceptional attention to detail. - Ability to manage multiple projects and priorities while meeting deadlines. - Ability to interpret project requirements, track outstanding items, and follow matters through completion. - Ability to communicate effectively with clients, contractors, regulatory agencies, and internal team members. - Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. - Ability to learn and effectively use project management, permitting, and document-management software. - Ability to work independently, exercise sound judgment, and contribute as part of a collaborative team. Preferred Qualifications Experience in the engineering, architecture, construction, or private provider industry. Experience working with municipal, county, state, or other regulatory agencies. Familiarity with Florida permitting proces