Permit Coordinator & Office Administrator

Description

Sambatek, LLC is a professional services firm that specializes in civil engineering, planning, surveying, and environmental services. We serve public and private clients throughout the country with office locations in Minnesota and North Carolina. We embrace challenging projects and work hard to help our clients find success.

Summary

Sambatek is seeking a highly organized, detail-oriented Permit Coordinator & Office Administrator to support our Raleigh, NC office. This role is an opportunity to work alongside our engineering and project management teams to keep projects moving forward, coordinate permitting activities, and help maintain efficient office operations.

From working with municipalities to secure project approvals to tracking project deliverables and supporting day-to-day office needs, you’ll play an important role in keeping our teams organized and our projects on schedule. We’re looking for a proactive problem-solver who enjoys working with people, takes pride in the details, and thrives in a collaborative, fast-paced environment.

• Work Location: On-site/in-office
• Pay Rate Type: Hourly with overtime rate of 1.5x base pay for all hours worked over 40 in a week (Offered compensation will be based on location and individual qualifications)

Responsibilities

Permitting & Project Coordination:

• Coordinate and manage permitting activities with municipalities and other Authorities Having Jurisdiction (AHJs) to support project approvals and keep projects moving forward
• Prepare, submit, and track permit applications, required documentation, and related approvals
• Coordinate with project managers, engineers, architects, outside consultants, and municipal representatives to obtain necessary documents and resolve permitting questions
• Maintain permitting records, project tracking tools, schedules, and reports to monitor application status, approval timelines, and upcoming deadlines
• Review plans and project start packages for accuracy, including 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 preparing entitlement documents, public hearing notifications, and presentation materials as needed
• Support project management and engineering staff with deliverable tracking, schedule updates, scope of work documentation, and other project coordination needs

Project & Administrative Support:

• Assist with project accounting and financial tracking, including entering project financial information, preparing reports, monitoring project backlog, and supporting project managers with project-specific information
• Help maintain project schedules and internal deliverable trackers, ensuring dates and milestones are current
• Process client payments and coordinate with the Accounting team to ensure timely and accurate processing
• Prepare check requests and coordinate project-related paperwork and documentation
• Maintain project, proposal, and office records to ensure 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, supply ordering, and other administrative tasks
• 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

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, attention to detail, and the ability to manage multiple priorities
• Strong communication and follow-up skills, with a positive, team-oriented, and service-focused approach

Preferred Qualifications:

• Experience in land development or the architecture, engineering, and construction (A/E/C) industry
• Experience working with municipalities, permitting agencies, or other regulatory authorities
• Proficiency in Microsoft Office, particularly Word and Excel, with 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

Physical Demands and Work Environment

• Work is primarily performed in an office environment
• Ability to occasionally move equipment/objects weighing up to 10 pounds

Benefit Information

Regular full-time employees will have access to:

• 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 & dismemberment insurance
• Employee assistance program
• Voluntary benefits such as additional life insurance coverage, accident coverage, and critical illness coverage
• Paid time off and holidays
• Retirement 401(k) plan with company match
• Starting January 1, 2026, eligible Minnesota employees will be covered under Minnesota Paid Family & Medical Leave (PFML), providing paid, job-protected time away from work for family, medical, or parental needs

Sambatek, LLC is an equal opportunity employer and values diversity in its workforce. We select candidates without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, marital status, military status, and any other category protected by law.