Permits & HOA Coordinator

Tiffee Companies•Portland, OR

2d•Onsite

About The Position

The Permits & HOA Coordinator manages permit applications for the Oregon market and coordinates HOA approvals for the San Diego market, supporting Oregon HOA approvals as needed. The role works with the sales team, customers, and local cities and counties to secure project approvals and ensure orders are accurately entered and ready to proceed. It is an on-site office role involving customer and agency follow-up, contract and order review, and management of multiple priorities.

Requirements

High school diploma or GED.
1–2 years of customer service and/or office experience.
Strong accuracy when reviewing contracts, applications, and order information.
Ability to multitask, manage competing deadlines, and keep tasks on track independently.
Positive, self-sufficient approach and ability to resolve issues as they arise.
Team-oriented mindset and ability to work well across departments.
Reliable attendance and ability to adapt to changing tasks and multiple priorities.

Nice To Haves

Experience using Salesforce.
Experience working with cities and counties on permit approvals.

Responsibilities

Apply for permits through appropriate cities and counties for projects in the Oregon market.
Track open permit applications and follow up with local agencies as needed to keep projects on schedule.
Submit HOA applications on customers’ behalf or provide customers with the information they need to apply themselves.
Manage submitted HOA applications and follow up as needed to secure timely approvals.
Create orders in the database by importing customer files from the sales team.
Cross-reference signed agreements against the system to ensure information is accurate.
Review sold contracts in both markets and update information as needed.
Complete additional tasks or special projects as assigned.