Construction Projects Coordinator
Company: Guardian Engineering FL, A Florida Private Provider – Florida Statute §553.791
Location: In-office, Palm Beach County, FL
Type: Full-time
Reports To: Owner / Founder
Overview
Own the paperwork, portals, and project flow behind every inspection and closeout, and help Florida builders move faster without cutting corners.
We operate under Florida Statute §553.791 as a private provider. Contractors hire us to handle B/M/E/P plan review and inspections in parallel with the building department. We control speed and accuracy of reviews and inspections; the jurisdiction still controls final approvals.
We focus on single-family home builders and pool contractors who care about both speed and compliance. We run on tight, database-driven workflows, clear service levels, and a central internal system that ties together portals, CRM, boards, and documents so work stays organized and audit-ready.
This is a full-time, in-office role in Palm Beach County, Florida.
The Role
You own the pipeline from inspection scheduling → submitting Notices of Inspection (NOIs) → inspection results tracking → COC/closeout package → permit closure.
This job lives inside a computer. You’ll spend your day in municipal portals, email, our CRM (Close), Monday.com, and shared drives at contractor pace. You’ll also use and help improve our internal tracking system that keeps every permit, inspection, and COC in order.
You’re not just pushing buttons; when our system or SOPs create friction, you speak up with concrete ideas to fix them.
Performance Expectations (First 30–90 Days)
Good work here means every project is moving, compliant, and audit-ready:
- 100% of NOIs sent on time via the correct method for each jurisdiction (portal vs email).
- <1% data-entry errors on active projects (jurisdiction, permit, inspection type, dates, recipients).
- All active projects show accurate, same-day status in our internal system (Monday.com, Close, portals).
- COC / closeout packages are complete, sent to the correct recipient (client or building department), and logged with who/when/how.
- You consistently handle a full daily task load similar to a strong coordinator in a busy trade-contractor office.
Key Responsibilities
- Manage inspection operations across multiple Florida municipalities and permitting portals.
- Prepare and submit NOIs via portals and/or email, exactly per SOP.
- Track inspection results; flag failures and coordinate re-inspections promptly.
- Assemble COC/closeout packages (inspection reports, affidavits, approvals, special inspection docs).
- Submit closeout packages to the correct recipient (client or building department), track to permit closure, and maintain clean, audit-ready records.
- Keep project status, permits, NOIs, and inspection results current in our systems and any builder portals.
- Use our internal tracking system to maintain visibility into every open permit, aging closeouts, and roadblocks so nothing drifts.
- Follow written SOPs, keep digital files organized, and document gaps or friction points.
- Share clear, practical ideas to improve workflows and tools when you hit recurring issues.
- Escalate unclear or conflicting jurisdiction requirements instead of guessing.
Requirements
- Background: Experience in a fast-paced trade contractor, dispatch, scheduling, or permitting/admin environment
- (e.g., office coordinator for a pool, roofing, HVAC, electrical, or plumbing contractor; dispatcher; permit runner/expediter for a private firm).
- Comfortable working on-site in our Palm Beach County office, Monday through Friday during normal business hours.
- Ability to quickly learn and use our tool stack (Monday.com, permitting portals, PDF tools, Close CRM, internal tracking system).
- Reliable, consistent presence and follow-through. You keep things moving without constant reminders.
- High attention to detail and the judgment to apply processes accurately and escalate appropriately.
- Strong written and verbal communication with contractors, building departments, and inspectors.
- Computer fluency (non-negotiable):
- 40+ WPM typing.
- Confident with web portals, CRMs, spreadsheets, email + attachments, and many tabs at once.
- This is not where you “learn basic computers.”
You Might Be a Great Fit If You
- Take ownership and are the person who gets things handled.
- Stay calm, disciplined, and consistent when timelines are tight.
- Think in systems, look for better ways to run the work, and are comfortable recommending process changes.
- See projects through to completion and take pride in accurate, clean records.
This Role Is Not for You If You
- Come directly from a municipal building department environment and prefer that pace and structure.
- Lose composure under pressure or escalate tension instead of defusing it.
- Need constant direction to discern and prioritize tasks.
- Regularly leave projects unfinished or let details slide.
- Don’t want to work in-office on a consistent schedule.
Role Details
- Title: Construction Inspections & COC Closeout Operations Coordinator
- Location: In-office, Palm Beach County, FL
- Type: Full-time
- Growth: Clear path to Operations Lead for the right person.
How to Apply
Send your:
- Current resume.
- Brief summary of relevant Florida construction, permitting, or inspection experience, including the counties and jurisdictions you’ve worked in most.
- Any private-provider, permitting-technician, builder, or contractor-office experience.
Work Location: In person, Jupiter, FL
We are an equal opportunity employer. This is a high-ownership seat in a growing company — the right person will help shape and run the systems that keep our builders moving. *
Pay: $61,979.38 - $65,222.29 per year
Benefits:
- 401(k)
- Health savings account
- Paid time off
- Profit sharing
- Tuition reimbursement
Work Location: In person
