Permit Assistant

About Us

Submittal Services, a division of Seizmic, Inc., is a rapidly growing permit management firm specializing in obtaining permits for the material handling industry. Our team supports nationwide permitting for storage racks, retail shelving, conveyor systems, platforms, mezzanines, and other warehouse equipment. We work closely with municipalities, clients, engineers, and internal departments to ensure projects move smoothly through the permitting process. 

Position Summary

We are seeking a reliable and detail-oriented Administrative Support professional to assist our Permitting Department. This role provides essential clerical and administrative support to the Jr., Permit, and Sr. Permit Coordinators. The ideal candidate is organized, proactive, and excels in a fast-paced, deadline-driven environment. Responsibilities include managing communication channels, preparing documentation, maintaining project records, and supporting the permitting workflow across multiple jurisdictions.

Essential Responsibilities

• Monitor and manage shared department email inboxes; ensure timely responses, organization, and follow-up communication.
• Support permit coordinators by preparing, reviewing, and organizing project documentation for submission to local, state, and federal agencies.
• Assist in managing permitting projects with municipal offices across the U.S., including tracking application progress. 
• Follow up with customers, internal teams, and city personnel regarding permit statuses, outstanding requirements, and next steps.
• Update and maintain project records, databases, trackers, and digital/physical filing systems accurately.
• Answer and route incoming calls, providing professional customer service to clients and city agencies.
• Assist with gathering required information from customers to complete permit applications. 
• Perform general administrative duties including scheduling, data entry, report generation, scanning, and document preparation.
• Support department leadership and Permit Coordinators with other duties as assigned.

Qualifications

Required:

• 1+ year of administrative or office support experience; permitting or construction-related experience preferred.
• Associate or bachelor’s degree in any discipline, or equivalent work experience. 
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams) and Google Workspace (Docs, Sheets, Drive).
• Strong written and verbal communication skills with excellent attention to detail.
• Ability to manage multiple assignments in a fast-paced, deadline-driven environment.
• Excellent organization skills with a proactive, team-centered mindset.

Preferred:

• Experience working with municipal agencies or construction documentation.
• Familiarity with Adobe Acrobat for creating, editing, and organizing PDF documents. 
• Knowledge of project coordination or permit workflow processes.

Knowledge, Skills & Abilities

• Strong grammar, spelling, and professional email communication skills. 
• Customer-focused and respectful communication with clients, coworkers, and government officials.
• Ability to thrive in a high-energy environment and handle stressful or time-sensitive situations with composure. 
• Solid multitasking abilities and a strong work ethic.

Physical Demands

• Ability to sit and work at a computer for extended periods.
• Ability to lift up to 15 lbs. occasionally (files, office supplies, etc.).
• Regularly required to talk, hear, and use hands for computer and office tasks.

Why Join Us?

• Be part of a collaborative, supportive team in a rapidly growing and specialized industry.
• Gain hands-on experience in permitting, construction documentation, and project coordination.
• Opportunities for professional development and advancement within Seizmic, Inc.
• Work for a company that values teamwork, growth, and continuous improvement.

Equal Employment Opportunity

Seizmic, Inc. is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive and respectful workplace for all employees.

Fair Chance Hiring Statement

We consider all qualified applicants, including individuals with criminal histories, in accordance with applicable state and local laws.