Permit Coordinator & Office Administrator

Sambatek, LLC • Raleigh, NC

3d • Onsite

About The Position

Sambatek, LLC is a professional services firm specializing in civil engineering, planning, surveying, and environmental services. The company serves public and private clients throughout the country and has offices in Minnesota and North Carolina.

The Permit Coordinator & Office Administrator supports Sambatek’s Raleigh, North Carolina office by coordinating permitting activities, tracking project deliverables, and maintaining efficient office operations. The role works with engineering and project management teams, municipalities, consultants, and other stakeholders to help secure project approvals and keep projects organized and on schedule. It also provides project accounting and administrative support and assists with office communications and events. The position is performed on-site in an office environment and is paid hourly, with overtime at 1.5 times base pay for hours worked over 40 in a week. Compensation is based on location and individual qualifications.

Requirements

• Associate or bachelor’s degree from an accredited university or technical college preferred; relevant experience may be considered in place of a degree.
• 1–3 years of experience in permitting, project coordination, or office administration.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities.
• Strong communication and follow-up skills and a positive, team-oriented, service-focused approach.

Nice To Haves

• Experience in land development or the architecture, engineering, and construction industry.
• Experience working with municipalities, permitting agencies, or other regulatory authorities.
• Proficiency in Microsoft Office, particularly Word and Excel, and experience using PDF editing tools.
• Familiarity with project management or CRM systems; experience with Newforma.
• Ability to read and interpret blueprints, site plans, and plot plans.

Responsibilities

• Coordinate permitting activities with municipalities and other Authorities Having Jurisdiction to support project approvals.
• Prepare, submit, and track permit applications, required documentation, and related approvals.
• Coordinate with project managers, engineers, architects, outside consultants, and municipal representatives to obtain documents and resolve permitting questions.
• Maintain permitting records, tracking tools, schedules, and reports, monitoring application status, approval timelines, and deadlines.
• Review plans and project start packages for accuracy, revision dates, and required documentation.
• Coordinate required inspections and follow up on outstanding approvals and documentation.
• Maintain organized digital files for permits, site plan applications, project approvals, licenses, and other project records.
• Assist with entitlement documents, public hearing notifications, and presentation materials.
• Support project management and engineering staff with deliverable tracking, schedule updates, scope-of-work documentation, and other project coordination needs.
• Assist with project accounting and financial tracking, including entering financial information, preparing reports, monitoring project backlog, and providing project-specific information to project managers.
• Help maintain project schedules and internal deliverable trackers, ensuring dates and milestones are current.
• Process client payments and coordinate with Accounting for timely and accurate processing.
• Prepare check requests and coordinate project-related paperwork and documentation.
• Maintain project, proposal, and office records so information is accurate, organized, and accessible.
• Support license tracking, renewals, reporting, and related administrative requirements.
• Coordinate travel arrangements, training sessions, meetings, and appointments.
• Provide general office support, including mail distribution, correspondence, document formatting, filing, and supply ordering.
• Assist with internal communications and employee events, including staff celebrations, recognition activities, and company meetings.
• Take on additional projects and administrative responsibilities as needed to support the Raleigh office.

Benefits

• Medical, dental, and vision plans.
• HSA and FSA options.
• Employer-paid short-term and long-term disability coverage.
• Employer-paid life insurance and accidental death and dismemberment insurance.
• Employee assistance program.
• Voluntary benefits, including additional life insurance coverage, accident coverage, and critical illness coverage.
• Paid time off and holidays.
• Retirement 401(k) plan with company match.
• Eligible Minnesota employees will be covered under Minnesota Paid Family & Medical Leave beginning January 1, 2026, providing paid, job-protected time away for family, medical, or parental needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree