Permitting & Inspections Coordinator

Position Overview:

Mandolin HVAC & Construction is seeking a focused, detail-oriented Permitting & Inspections Coordinator to join our operations team. This role is dedicated exclusively to managing the permit lifecycle and scheduling inspections across all trades (HVAC, Plumbing, and Electrical). This person will serve as the central liaison between municipalities, field managers, and dispatch to ensure our jobs remain compliant and on track for timely closeouts.

You’ll play a vital role in our project flow, ensuring that no job is delayed due to missing permits or overlooked inspections. As we continue to professionalize and standardize our operations, your ability to follow through, communicate clearly, and organize high volumes of permit data will be essential.

Key Responsibilities:

Permitting:

• Submit      permit applications for HVAC, Plumbing, and Electrical projects across      multiple jurisdictions in the Carolina areas.
• Track      permit status across counties and municipalities; follow up proactively      until approval is received.
• Maintain      an internal permit log (digital and/or ServiceTitan-based) to track      submission dates, approval dates, permit numbers, and expiration      timelines.
• Work      with field managers and install administrators to ensure scope, address,      and job details are accurate before application.
• Ensure      permit costs are documented and assigned correctly to each job for billing      and cost tracking purposes.

Inspections:

• Schedule      required inspections with the appropriate municipality, coordinating with      internal field managers and dispatch to align with job readiness.
• Confirm      inspector arrival windows and communicate schedules to field supervisors      and in house inspection pros.
• Reschedule      failed or missed inspections promptly and document outcomes.
• Track      inspection status for all open jobs to support final invoicing and project      closeout procedures.
• Anticipate      recurring inspections based on scope (e.g., rough-in, final, mechanical,      pressure tests) and proactively coordinate.

Communication & Accountability:

• Serve      as the company’s liaison with city/county building departments.
• Communicate      clearly with managers and dispatch regarding inspection windows and      requirements.
• Escalate      permitting delays or inspection failures to management promptly with      recommended actions.
• Update      ServiceTitan job files with accurate permit and inspection data to support      compliance and reporting.

Qualifications:

• 1+      year of experience in permitting, inspections coordination, municipal      communications, or construction support.
• Strong      organizational skills with the ability to manage dozens of active permits      at once.
• Comfortable      working with Technology: ServiceTitan, Microsoft Excel, and online      municipal portals (training provided).
• Detail-oriented      with a strong memory for jurisdictional rules and timelines.
• Calm      under pressure, especially when dealing with inspectors, last-minute      reschedules, or jurisdictional red tape.
• Bilingual      (English/Spanish) preferred but not required.

Ideal Candidate Traits:

• You      love process, follow-up, and staying ahead of deadlines.
• You      are never the person others have to chase — you’re already two steps      ahead.
• You      thrive in an office environment and understand how critical your work is      to the success of the field teams.
• You’re      not intimidated by red tape and take pride in solving bottlenecks before      they become problems.

Benefits:

• Competitive      hourly wage based on experience 
• 401(k)      with company match
• Health,      Dental & Vision Insurance
• Paid      Vacation & Holidays
• Professional      development opportunities
• Growth      potential in a fast-scaling company

About Mandolin HVAC & Construction:

We’re a $20M+ company with growing HVAC, plumbing, and electrical divisions. Our field teams rely on strong back-office support, and we’re modernizing how we operate — one process at a time. Our culture values accountability, communication, and systems thinking. You’ll be joining a company that’s working hard to turn chaos into clarity and build a long-term future with the right people in the right seats.

- High school diploma or equivalent; associate's or bachelor's degree in a related field preferred.

- Previous experience in a permits or regulatory compliance role, preferably in the HVAC or construction industry.

- Strong knowledge of local, state, and federal permitting processes.

- Excellent organizational skills and attention to detail.

- Strong verbal and written communication skills.

- Proficient in Microsoft Office Suite and experience with permit management software.

- Ability to work independently and collaboratively within a team environment.