Permit Administrator & Assistant Dispatcher
17 days ago
Tampa
Job DescriptionBenefits: • Competitive salary, • Dental insurance, • Employee discounts, • Health insurance, • Opportunity for advancement, • Paid time off, • Training & development About the Role This hybrid role owns permitting and inspection closeout for HVAC projects across Hillsborough, Pinellas, Pasco, Sarasota, Manatee, Palm Beach, and Broward counties and serves as Assistant Dispatcher for all Right Away Home Services brands. The early start is essential to (1) process priorevening sales for sameday install permits and (2) complete morning dispatch tasks so technicians are ready for first calls before 8:00 a.m. What Youll Do A) Permitting & Compliance (70%) • Apply for and manage mechanical permits with county/municipal AHJs; pay fees; upload required documentation (e.g., AHRI references, equipment specs, tiedown details/product approvals, energy/code affidavits, changeout forms)., • Notice of Commencement (NOC): coordinate owner signature & notarization, record with the clerk when required, and ensure onsite posting before the first inspection; track expiration/amendments., • Schedule, track, and close inspections (including sameday/nextday options where available); resolve red tags by coordinating corrections and reinspection; use virtual/video inspection programs where supported., • Ensure permit cards/records and any required NOC are available to inspectors in the format each AHJ specifies (some still require onsite card display)., • Work fluently in the main Florida portals youll use weekly:, • Hillsborough HillsGovHu, • Pinellas Access Portal, • Pasco Accela, • Sarasota Accela (virtual inspections available for A/C changeouts), • Manatee Online Services portal, • Palm Beach County ePZB, • Broward (county & cities) ePermits OneStop/LauderBuild/eTRAKiT (as applicable), • Reporting & rootcause analysis: maintain dashboards for open permits, aging, failed/partial inspections, and top stall reasons (e.g., missing AHRI/NOA, NOC not posted, equipment pairing, access). Deliver a weekly brief to Operations & the GM with actions by location (HalesAC, Climate Control Services, AbrahamAC). B) Assistant Dispatch (30%) • Start 6:30 a.m. daily to:, • Assign firstrun calls to the right technicians (skills, territory, warranty/callback vs. billable, profitability/closerate),, • Confirm or reschedule customer appointments, and, • Close priorday jobs in the system with complete notes before 8:00 a.m. so 9:00 a.m. reports are accurate., • Board management: keep dispatch boards full by partnering with the Contact Center; prepare outbound call lists (membership visits owed, >12month inactive customers, warranty rechecks, seasonal campaigns) and track outcomes., • Quality routing: flag callbacks and redtag corrections to the right tech/lead; coordinate parts; leave clear notes for field and management., • Closeout discipline: no unclosed jobs after the daily cutoff., • KPIs you own: board fill by 7:45 a.m.; zero unclosed jobs by 8:00 a.m.; callback capture/turnaround; firstcall readiness; permit/inspection lead time to scheduled install. What You Bring Required • 2+ years HVAC/mechanical or construction permitting experience in Florida (multijurisdiction preferred)., • Working knowledge of NOC workflows (owner signature, notarization, recording, posting before first inspection) and local inspection scheduling., • Proficiency with Florida epermitting portals (e.g., Accela/HillsGovHub/ePZB/ePermits OneStop) and Excel/Google Sheets for reporting., • Morning execution: reliable 6:30 a.m. start; able to process overnight sales/permits and publish morning updates on time., • Clear, concise written notes; professional phone/email with AHJs and customers. Preferred • Dispatch experience in HVAC, plumbing, or appliance repair., • Familiarity with AHRI certifications, Florida Product Approvals/NOAs, and A2L refrigerant affidavits (where required)., • Experience with virtual/remote inspections programs (e.g., Sarasota/Palm Beach). Tools Youll Use • County/city epermitting portals (see list above)., • Company fieldservice/dispatch software, VoIP, texting, email., • Excel/Sheets for KPI dashboards and weekly executive summaries. Work Environment & Physical Requirements • Onsite in Tampa at 6:30 a.m. daily (essential function)., • Occasional intraFlorida travel (St. Petersburg, Boynton Beach, Broward) for training/agency visits., • Ability to lift office files/boxes up to 20 lbs. What Success Looks Like (30/60/90) • Day 30: Live dashboards for open/aging permits, pass/fail rates, and top stall reasons by location., • Day 60: Standardized changeout packet templates by county (AHRI/NOA/NOC/owner auth placeholders)., • Day 90: <10% inspection failures for admin/document issues; morning board filled by 7:45 a.m.; all calls closed by 8:00 a.m. for three consecutive weeks.