Office Assistant & Permit Technician

Description

Job Summary:

We are seeking a detail-oriented, professional, and personable Office Assistant to support daily office operations while also assisting with project permitting coordination. This role is ideal for someone who enjoys a mix of administrative responsibilities and light technical work, helping ensure both the office and project workflows run smoothly. This position will be 32 hours per week (benefits eligible) with the opportunity to grow into 40 hours per week as the position develops.

Direct Supervisor

Office Manager

Duties/Responsibilities

Office Administration

• Handle mail, email, voicemail, and incoming/outgoing packages.
• Greet and direct visitors, clients, and callers.
• Coordinate the printing, binding, and delivery of project documents.
• Update tracking spreadsheets for shipping and courier needs to ensure accurate billing.
• Maintain an orderly office environment; restock the coffee bar, food, and beverage coolers as needed.
• Monitor monthly expenditures for all office supplies to remain within budget.
• Coordinate and manage appointments, meetings, lunches, and the conference room schedule.
• Coordinate staff events and assist with planning and preparation for client events as needed.
• Schedule office lunch-and-learn sessions with vendors; coordinate food orders and deliveries, track dietary restrictions, configure audio/visual needs, document attendance, and clean up meeting spaces.
• Provide administrative support to the Leadership Team as needed, including communicating daily check balances to appropriate parties.
• Support Human Resources in the role of Culture Champion.
• Maintain project information spreadsheets.
• Liaison to IT in the home office.
• Oversee the maintenance of office facilities and equipment.
• Perform other duties as assigned.
  
  

Permitting & Project Support

• Assist with the preparation and submission of permit applications
• Track permit statuses and maintain organized records of submissions and approvals
• Coordinate with local municipalities and agencies for application follow-ups
• Support project teams with gathering required documentation for permitting
• Maintain project tracking spreadsheets and documentation logs
• Help ensure applications meet basic submission requirements and deadlines
• Communicate updates to internal teams regarding permit progress
  
  

Requirements

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management and prioritization skills, with a proven ability to meet deadlines and multi-task as needed.
• Ability to function well in a fast-paced environment.
• Ability to prioritize tasks and to delegate them when appropriate.
  
  

Education And Experience

• 1-3 years relevant office administration experience, preference given to those with experience in an architecture, engineering, or construction office setting.
• Exposure to permitting, construction administration, or project coordination is a plus
• Familiarity with municipal processes or documentation tracking is a bonus