We are seeking an organized and resourceful Permits Coordinator, responsible for managing two delivery streams: building permit applications and foundation cut sheets. The role coordinates internal departments, external consultants, and municipal bodies to assemble, submit, track, and obtain complete building permits in alignment with established construction start schedules. The role also creates and maintains foundation cut sheet templates and prepares accurate lot-specific foundation cut sheets, including site coordination as required.

This is an excellent opportunity for a motivated individual with a strong drive to produce quality work, while making a meaningful impact in a fast-paced setting.

Why Caivan?

Industry Leading Wages

Annual Paid Operations Shutdown (in addition to Paid Vacation Days)

Complimentary Daily Lunch Program

Company-Paid Health & Dental Coverage

Coordinating Benefits

Life Insurance where applicable

Group Benefits & Perks (including Goodlife & Bell Mobile)

Use of ADP (HR Portal) – easily access your employee information, paystubs & schedule time off

Bi-Weekly Payments directly to your bank account

You will Bring

- University degree or college diploma in Construction Engineering Technology, Civil Engineering Technology, Architecture, or a related field
- 1-3 years of experience in a similar role within a development, design, municipal approvals, or construction environment
- Understanding building permit application processes, construction documentation, and municipal approval requirements
- Ability to read and coordinate architectural drawings, plot plans, grading information, foundation plans, and related technical documents
- Strong proficiency with Microsoft Word, Excel, SharePoint, and relevant municipal submission portals - AutoCAD experience is an asset

Exceptional Skills Required

- Strong planning and organizational skills, with the ability to manage multiple applications and deadlines against construction schedules
- Strong relationship-building & communication skills with internal teams, consultants, municipal staff, and construction personnel
- Analytical and detail-oriented, with a consistent focus on complete, accurate, and high-quality work
- Demonstrated ability to identify risks, resolve coordination issues, and escalate problems with clear supporting information




- Ability to work independently and as part of a team in a fast-paced environment with changing priorities

Key Responsibilities

Building Permit Applications

- Establish and maintain clear submission requirements and checklists for each project and municipal authority
- Coordinate with internal departments and external consultants to gather the current drawings, plans, forms, approvals, calculations, and other reference materials required for each application
- Review permit packages for completeness, accuracy, consistency, and compliance with submission requirements before release
- Submit complete building permit applications through municipal electronic portals or in person, as required
- Coordinate permit fees and payment requirements with Finance and Land
- Maintain complete records of applications, submissions, revisions, correspondence, approvals, and issued permits in the appropriate internal systems and file libraries

Permit Delivery and Reporting

- Maintain a permit delivery schedule aligned with established construction start schedules and project commitments
- Monitor application status, municipal review of comments, deficiencies, resubmissions, and approval dates
- Coordinate timely responses to municipal comments and deficiencies with the responsible internal departments and external consultants
- Identify risks to permit delivery, define the required recovery actions, and escalate issues to leadership when commitments are at risk
- Provide regular, accurate reporting on the status of each permit, including planned dates, actual dates, outstanding requirements, risks, actions, and accountable parties
- Deliver issued permits and related approval information to the teams that require them for construction and downstream work

Municipal Relationships

- Build and maintain constructive working relationships with municipal building officials, permit staff, and other approval authorities
- Act as a reliable point of contact by providing complete information, responding promptly, and maintaining explicit professional communication
- Use established relationships to clarify requirements,



anticipate approval issues, coordinate effective responses, and support timely permit delivery
- Identify recurring municipal requirements or concerns and communicate them to Architecture leadership and affected internal teams

Foundation Cut Sheets

- Create, maintain, and improve standard templates for foundation cut sheets in accordance with departmental standards
- Produce accurate lot-specific foundation cut sheets using approved architectural, grading, structural, and site information
- Coordinate with internal departments, external consultants, and construction teams to resolve missing, conflicting, or non-standard information
- Perform site coordination when field conditions or project requirements need clarification
- Maintain organized, current, and controlled records of templates, lot-specific cut sheets, revisions, and supporting information
- Collaborate with the Automation team to improve the quality, reliability, and efficiency of foundation cut sheet production
- Review approved plot plans and related grading information to determine the applicable grading conditions for each lot
- Select and maintain lot-specific grading conditions in Newstar, including lookout or walkout conditions and front and rear riser counts
- Confirm Newstar entries match the current plot plan and update them promptly when approved plans chang
- Perform other duties as required

Working Conditions

- Full time, in-person within a collaborative project environment
- The implies the performance of repetitive tasks
- Travel to municipal offices, consultant offices, and construction sites, as required
- Site visits

PPE is required at all times in field settings (steel toes, hard hat, Hi-Vis)

- Hold a valid G license with access to a reliable vehicle

We carefully review all applications and will contact candidates whose skills, experience, and qualifications most closely align with the requirements of the position.

Artificial intelligence (AI) tools may be used to support the application review and candidate screening process. All hiring decisions involve human review and oversight.

We are committed to providing an inclusive recruitment process. If you require accommodation at any stage of the selection process, please contact Human Resources and we will work with you to meet your needs.

​This position is available due to a new role vacancy.

📌 Permits Coordinator (GTA) (Oakville)
🏢 Caivan Development
📍 Oakville