Preconstruction Coordinator - Permit Expeditor

Citadel Development Services LLC•Cedar Creek, TX

8d•$55,000 - $65,000

About The Position

Citadel is a design-build general contractor delivering ground-up and remodel commercial projects for national and regional brands, including quick-service restaurants and drive-thru coffee. It manages projects across due diligence, entitlements, design, permitting, and construction. The Preconstruction Coordinator – Permit Expeditor drives permitting and preconstruction schedules by tracking submissions, following up with jurisdictions, and keeping clients informed about project status and schedule changes. The role prepares and tracks permit, plat, site plan, civil, zoning, and building applications across Texas municipalities and utility districts. It maintains current permitting schedules, date-change logs, project trackers, and project-management software; coordinates client, landlord, surveyor, engineer, and utility deliverables; and coordinates surveys and corrections. The coordinator provides prompt client communications and accurate weekly updates, escalates delays and other changes within 24 hours, and performs quality checks on outgoing documents. The position may work from home, with travel to jurisdictions and project sites as needed.

Requirements

At least 3 years of experience in permit expediting, entitlements, or preconstruction coordination for commercial construction or development.
Working knowledge of Texas municipal processes, including plats, site plans, civil and building review, overlays, variances, TIAs, and TxDOT permits.
Consistent follow-up habits, confirming receipt and approval in writing rather than assuming.
Excellent written communication that is clear, concise, and error-free.
Strong organization and attention to detail, with the ability to manage 20 or more active projects without missing deliverables.
Ability to communicate bad news early and plainly, with a recovery plan.
Proficiency with Smartsheet or similar scheduling tools, Microsoft 365, Bluebeam or Adobe, and permit portals.
Valid Texas driver's license and ability to travel to jurisdictions and sites as needed.

Nice To Haves

Ground-up retail or quick-service restaurant experience.
Procore or Sage experience.

Responsibilities

Prepare, submit, and track permit, plat, site plan, civil, zoning, and building applications across Texas municipalities and utility districts, including online portals such as MyGov.
Confirm in writing that each submittal was received within two business days and follow up with each jurisdiction at least every five business days until approval.
Maintain a live permitting schedule and a date-change log for every project, recording the old date, new date, reason, impact, and recovery plan for each change.
Notify the preconstruction lead and client within 24 hours of any delay, comment, or schedule change.
Prepare and send accurate weekly written client updates, putting bad news first and reconciling dates with the master schedule.
Quality-check outgoing documents for spelling, grammar, attachments, dates, and figures, and obtain a second review of client-facing reports.
Track and deliver client, landlord, surveyor, engineer, and utility deliverables; maintain an open-items tracker with an owner and due date for each item.
Coordinate ALTA, topographic, and boundary surveys; review them for accuracy and completeness before client delivery and manage corrections through closure.
Incorporate jurisdiction submittal calendars, plat deadlines, P&Z and Council cycles, actual review durations, and recording requirements into project schedules.
Acknowledge every client email the same business day and provide a full answer within 24 hours.
Keep project schedules, permit trackers, and project-management software current.
Travel to jurisdictions and sites as needed.