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 environment.Why Caivan?Industry Leading WagesAnnual Paid Operations Shutdown (in addition to Paid Vacation Days)Complimentary Daily Lunch ProgramLife Insurance where applicableGroup Benefits & Perks (including Goodlife & Bell Mobile)Use of ADP (HR Portal) – easily access your employee information, paystubs & schedule time offBi-Weekly Payments directly to your bank accountYou will BringUniversity degree or college diploma in Construction Engineering Technology, Civil Engineering Technology, Architecture, or a related field1-3 years of experience in a similar role within a development, design, municipal approvals, or construction environmentUnderstanding building permit application processes, construction documentation, and municipal approval requirementsAbility to read and coordinate architectural drawings, plot plans, grading information, foundation plans, and related technical documentsStrong proficiency with Microsoft Word, Excel, SharePoint, and relevant municipal submission portals - AutoCAD experience is an assetExceptional Skills RequiredStrong planning and organizational skills, with the ability to manage multiple applications and deadlines against construction schedulesStrong relationship-building & communication skills with internal teams, consultants, municipal staff, and construction personnelAnalytical and detail-oriented, with a consistent focus on complete, accurate, and high-quality workDemonstrated ability to identify risks, resolve coordination issues,



and elevate issues with clear supporting informationAbility to work independently and as part of a team in a fast-paced setting with changing prioritiesKey ResponsibilitiesEstablish and maintain clear submission requirements and checklists for each project and municipal authorityCoordinate with internal departments and external consultants to gather the current drawings, plans, forms, approvals, calculations, and other reference materials required for each applicationReview permit packages for completeness, accuracy, consistency, and compliance with submission requirements before releaseSubmit complete building permit applications through municipal electronic portals or in person, as requiredCoordinate permit fees and payment requirements with Finance and LandMaintain complete records of applications, submissions, revisions, correspondence, approvals, and issued permits in the appropriate internal systems and file librariesPermit Delivery and ReportingMaintain a permit delivery schedule aligned with established construction start schedules and project commitmentsMonitor application status, municipal review of comments, deficiencies, resubmissions, and approval datesCoordinate timely responses to municipal comments and deficiencies with the responsible internal departments and external consultantsIdentify risks to permit delivery, define the required recovery actions, and elevate issues to leadership when commitments are at riskProvide regular, accurate reporting on the status of each permit, including planned dates, actual dates, outstanding requirements, risks, actions, and accountable partiesDeliver issued permits and related approval information to the teams that require them for construction and downstream workMunicipal RelationshipsBuild and maintain constructive working relationships with municipal building officials, permit staff, and other approval authoritiesAct as a reliable point of contact by providing complete information, responding promptly, and maintaining clear professional communicationUse established relationships to clarify requirements, anticipate approval issues,



coordinate effective responses, and support timely permit deliveryIdentify recurring municipal requirements or concerns and communicate them to Architecture leadership and affected internal teamsFoundation Cut SheetsCreate, maintain, and improve standard templates for foundation cut sheets in accordance with departmental standardsProduce accurate lot-specific foundation cut sheets using approved architectural, grading, structural, and site informationCoordinate with internal departments, external consultants, and construction teams to resolve missing, conflicting, or non-standard informationPerform site coordination when field conditions or project requirements need clarificationMaintain organized, current, and controlled records of templates, lot-specific cut sheets, revisions, and supporting informationCollaborate with the Automation team to improve the quality, reliability, and efficiency of foundation cut sheet productionReview approved plot plans and related grading information to determine the applicable grading conditions for each lotSelect and maintain lot-specific grading conditions in Newstar, including lookout or walkout conditions and front and rear riser countsConfirm Newstar entries match the current plot plan and update them promptly when approved plans changPerform other duties as requiredWorking ConditionsFull time, in-person within a collaborative project environmentThe job description implies the performance of repetitive tasksTravel to municipal offices, consultant offices, and construction sites, as requiredSite visitsPPE is required at all times in field settings (steel toes, hard hat, Hi-Vis)Hold a valid G license with access to a reliable vehicleWe 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 (Oakville)
🏢 Caivan Development
📍 Oakville