Permit Coordinator / CSR

Customer Service Representative / Permit Coordinator

*This is NOT a remote position

Pay: $24–$30 per hour, DOE

Job Type: Full-Time | Monday–Friday 

About Us

John Owens Services, Inc. is looking for an experienced, organized, and detail-oriented Permit Coordinator to join our growing office team!

Serving Marin and Sonoma counties since 1986, we are a well-established residential HVAC, plumbing, hydronic, drain cleaning, and electrical service company.

The primary focus of this position is managing permits, inspections, and related administrative processes. This is a hybrid office role that will also provide customer service and call center support as needed.

We are looking for someone who takes initiative, communicates confidently, manages deadlines, and can balance multiple responsibilities in a fast-paced environment.

What You'll Do

Permit Coordination – Primary Responsibilities

• Prepare, review, and submit permit applications to local building departments.
• Verify project information and ensure accurate documentation and data entry across multiple software systems.
• Track permit applications, follow up on approvals, and manage permit closeouts.
• Coordinate HERS testing with third-party agencies and schedule final inspections with homeowners.
• Communicate with building departments, inspectors, customers, and internal staff to keep projects moving forward.
• Maintain accurate permit records, inspection results, job cards, and required documentation.
• Monitor permit deadlines and proactively follow up on outstanding requirements.
• Assist with energy rebate applications and document failed inspections as needed.

Customer Service – Secondary Responsibilities

• Assist the call center with incoming customer calls during busy periods or as needed.
• Confidently guide customer conversations, answer questions, and schedule service appointments.
• Clearly communicate appointment information, company policies, and next steps.
• Assist with outbound customer calls, appointment confirmations, and follow-ups when needed.
• Accurately update customer information and scheduling details in our software.
  

What We're Looking For

• 1–3 years of permit coordination, permit processing, or related experience preferred.
• Previous customer service or call center experience required.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects, prioritize tasks, and meet deadlines independently.
• Confident, professional communication skills, both over the phone and in writing.
• Ability to take control of customer conversations, think quickly, and problem-solve.
• Proficient with computers, email, data entry, and multiple software systems.
• Comfortable communicating with homeowners, building departments, inspectors, and third-party agencies.
• Reliable, self-motivated, and able to adapt when priorities change.
• Experience in HVAC, plumbing, construction, or home services is a plus.
• Knowledge of HERS testing, local permitting processes, or rebate programs is a plus.
• Valid driver's license required.
  

Schedule & Compensation

• Full-time, 40 hours per week
• Monday through Friday
• Office hours between 7:30 a.m. and 5:30 p.m.
• In-office position in Petaluma, CA
• $24–$30 per hour, depending on experience

Benefits

• Medical, dental, vision, and life insurance
• Paid vacation and 6 paid holidays
• 401(k) retirement plan with company match after the required waiting period
• Training and opportunities for professional growth
• Supportive, team-oriented work environment

Join Our Team!

If you enjoy working with customers, staying organized, solving problems, and managing multiple responsibilities, we would love to hear from you!

Apply today to join the John Owens Services team!