Fire Prevention Support Coordinator (Part-Time)

City of Hollywood, Florida • Hollywood, FL

4d • Onsite

About The Position

Under the direction of the Fire Marshal, the Fire Prevention Support Coordinator provides comprehensive administrative and clerical support to the Fire Prevention Bureau, with a primary focus on plan review and permitting operations. This position is responsible for coordinating daily office functions, managing phone and email communications, maintaining databases and spreadsheets, scheduling meetings, and assisting with project coordination. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while providing exceptional customer service. This role is essential to ensuring efficient bureau operations and facilitating timely communication with department staff, contractors, developers, businesses, and the public.

Requirements

• High School Diploma or GED equivalent with three (3) years of progressively responsible experience in an administrative support role of municipal government, construction management, project management, or office administration
• Must be able to demonstrate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
• Strong written and verbal communication skills
• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

Nice To Haves

• Associate’s or Bachelor’s Degree in Business Administration, Public Administration, or a related field.
• Knowledge of permitting process and software
• Multi/Bi-lingual
• Knowledge of Accela and Oracle Cloud skills preferred

Responsibilities

• Provide comprehensive administrative and clerical support to the Fire Marshal, Deputy Fire Marshal, and Fire Prevention Bureau management team.
• Serve as the primary point of contact for plan review and permitting inquiries by managing incoming phone calls, emails, and in-person requests, ensuring timely responses and appropriate routing.
• Coordinate administrative activities related to plan review, permitting, inspections, and Fire Prevention operations to support efficient bureau workflow.
• Track the status of multiple plan review and permitting projects, notify applicants of required corrections, and provide timely updates throughout the review process.
• Provide guidance to property owners, association boards, property managers, developers, architects, engineers, contractors, and the public regarding permit application requirements, plan review procedures, and inspection scheduling.
• Schedule inspections for permitted work and coordinate with internal staff and external customers to ensure efficient service delivery.
• Maintain timely communication with applicants, City departments, and external stakeholders regarding permit and plan review activities.
• Scan, upload, organize, and maintain electronic and physical records related to permits, inspections, and Fire Prevention activities in accordance with records management requirements.
• Develop, maintain, and update databases, spreadsheets, and tracking systems used for inspections, permitting, plan review, and division performance metrics.
• Utilize City permitting and records management systems, including BCLA and Accela, to conduct permit research, process records, and monitor project status.
• Maintain the Fire Prevention Bureau's electronic file management system to ensure accurate organization, accessibility, and document retention.
• Assist with recording annual fire inspection data, processing public records requests, and maintaining inspection records.
• Prepare, compile, and distribute daily, monthly, and other operational reports to support division performance measurement and management decision-making.
• Coordinate meetings, projects, and administrative activities that support collaboration between the Fire Prevention Bureau and other City departments and divisions.
• Work with Division leadership to identify, recommend, and implement administrative process improvements that enhance operational efficiency, customer service, and permit turnaround times.
• Support special projects, initiatives, and assignments as directed by the Fire Marshal or Deputy Fire Marshal.

Benefits

• Low cost health insurance (Medical, Dental, Vision)
• Flexible Spending Plans
• 4-Day Work Week
• Award Winning Wellness Program
• Generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave
• Federal Student Loan Forgiveness Program (for employees with 10 years of public service and on-time payments)
• Competitive pay, benefits package and pension plan

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED