Admin Support

Office Administrator – Permitting & Operations Support

Company Overview

Florida Mechanical & Building Solutions (FMBS) is a growing mechanical, HVAC, refrigeration, plumbing, and construction services company providing solutions for commercial and residential projects. We are seeking a detail-oriented and organized Office Administrator with permitting experience to support our operations team, project managers, technicians, and customers.

Position Summary

The Office Administrator will be responsible for managing daily administrative operations with a strong focus on permit processing, project documentation, scheduling support, customer communication, invoicing assistance, and coordination with municipalities and inspectors. The ideal candidate has experience working with building departments, permitting portals, contractors, and construction documentation.

This position requires excellent organization, communication skills, attention to detail, and the ability to manage multiple projects and deadlines in a fast-paced environment.

Key Responsibilities

Permitting & Project Administration

• Prepare, submit, track, and close out permits for HVAC, mechanical, plumbing, and construction projects.

• Coordinate with local municipalities, building departments, inspectors, and plan reviewers.

• Monitor permit status and follow up on approvals, corrections, and inspection requirements.

• Upload plans, documents, licenses, insurance certificates, and required supporting paperwork.

• Maintain accurate permit logs and project documentation.

• Schedule inspections and communicate inspection results to project teams.

• Assist with certificate of completion and project closeout documentation.

Office Administration

• Provide daily administrative support to management, project managers, dispatch, and field technicians.

• Answer incoming calls, emails, and customer inquiries professionally.

• Maintain customer files, project folders, and company records.

• Assist with preparing proposals, estimates, change orders, and project documentation.

• Enter and update information in company software systems.

• Assist with invoice preparation, billing documentation, and collections follow-up.

• Maintain organized electronic and physical filing systems.

Scheduling & Operations Support

• Assist dispatch and operations teams with scheduling coordination.

• Communicate with technicians regarding job requirements, permits, and inspection schedules.

• Track project progress and outstanding requirements.

• Coordinate with vendors, subcontractors, customers, and inspectors as needed.

Required Qualifications

• 3+ years of office administration experience in construction, HVAC, plumbing, electrical, or a related trade industry.

• Experience processing permits through municipal building departments and online permitting systems.

• Knowledge of construction documents, plans, inspections, and contractor requirements.

• Strong computer skills, including Microsoft Office and document management systems.

• Excellent written and verbal communication skills.

• Strong organizational skills with the ability to prioritize multiple tasks.

• Ability to work independently and meet deadlines.

Preferred Qualifications

• Experience working with HVAC, mechanical, plumbing, or commercial construction projects.

• Familiarity with Florida building departments and permitting requirements.

• Experience using construction management software, CRM systems, or service management platforms.

• Knowledge of contractor licensing and compliance documentation.

• Experience supporting project managers or construction teams.

Skills & Attributes

• Detail-oriented and highly organized.

• Professional and customer-focused.

• Strong follow-through and accountability.

• Ability to solve problems and communicate effectively.

• Comfortable working in a fast-paced environment.

• Positive attitude and willingness to support team operations.

Work Schedule

Full-Time Position
Monday – Friday
Office-Based Position

Compensation

Salary based on experience and qualifications.

Equal Opportunity Statement

Florida Mechanical & Building Solutions is an equal opportunity employer committed to building a professional, respectful, and team-oriented workplace.