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Permit Administrator & Assistant Dispatcher Right Away Home Services - Tampa

Permit Administrator & Assistant Dispatcher

Full Time • Right Away Home Services - Tampa
Benefits:
  • Competitive salary
  • Dental insurance
  • Employee discounts
  • Health insurance
  • Opportunity for advancement
  • Paid time off
  • Training & development
  • Vision insurance
Permit Administrator & Assistant Dispatcher
Employer of Record: Hales‑AC (payroll)
Business Unit Served: Right Away Home Services (Hales‑AC – St. Petersburg; Climate Control Services – Boynton Beach; Abraham‑AC – Broward)
Location: On‑site — Tampa Call Center (no remote)
Schedule: Monday–Friday, 6:30 a.m.–4:00 p.m. (1‑hour unpaid lunch) — non‑negotiable start time (essential function)
Compensation: $55,000/year base (non‑exempt; overtime paid for hours over 40/week) + two weeks’ vacation per policy
FLSA Status: Non‑exempt (overtime‑eligible). Scheduled hours total 42.5/week including a 1‑hour unpaid lunch.

About the Role

This hybrid role owns permitting and inspection close‑out for HVAC projects across Hillsborough, Pinellas, Pasco, Sarasota, Manatee, Palm Beach, and Broward counties and serves as Assistant Dispatcher for all Right Away Home Services brands. The early start is essential to (1) process prior‑evening sales for same‑day install permits and (2) complete morning dispatch tasks so technicians are ready for first calls before 8:00 a.m.

What You’ll Do

A) Permitting & Compliance (≈70%)

  • Apply for and manage mechanical permits with county/municipal AHJs; pay fees; upload required documentation (e.g., AHRI references, equipment specs, tie‑down details/product approvals, energy/code affidavits, change‑out forms).
  • Notice of Commencement (NOC): coordinate owner signature & notarization, record with the clerk when required, and ensure on‑site posting before the first inspection; track expiration/amendments.
  • Schedule, track, and close inspections (including same‑day/next‑day options where available); resolve red tags by coordinating corrections and re‑inspection; use virtual/video inspection programs where supported.
  • Ensure permit cards/records and any required NOC are available to inspectors in the format each AHJ specifies (some still require on‑site card display).
  • Work fluently in the main Florida portals you’ll use weekly:

    • Hillsborough — HillsGovHu
    • Pinellas — Access Portal
    • Pasco — Accela
    • Sarasota — Accela (virtual inspections available for A/C change‑outs)
    • Manatee — Online Services portal
    • Palm Beach County — ePZB
    • Broward (county & cities) — ePermits OneStop/LauderBuild/eTRAKiT (as applicable)
  • Reporting & root‑cause analysis: maintain dashboards for open permits, aging, failed/partial inspections, and top stall reasons (e.g., missing AHRI/NOA, NOC not posted, equipment pairing, access). Deliver a weekly brief to Operations & the GM with actions by location (Hales‑AC, Climate Control Services, Abraham‑AC).

B) Assistant Dispatch (≈30%)

  • Start 6:30 a.m. daily to:
    1. Assign first‑run calls to the right technicians (skills, territory, warranty/callback vs. billable, profitability/close‑rate),
    2. Confirm or reschedule customer appointments, and
    3. Close prior‑day jobs in the system with complete notes before 8:00 a.m. so 9:00 a.m. reports are accurate.

  • Board management: keep dispatch boards full by partnering with the Contact Center; prepare outbound call lists (membership visits owed, >12‑month inactive customers, warranty re‑checks, seasonal campaigns) and track outcomes.
  • Quality routing: flag callbacks and red‑tag corrections to the right tech/lead; coordinate parts; leave clear notes for field and management.
  • Closeout discipline: no unclosed jobs after the daily cutoff.
  • KPIs you own: board fill by 7:45 a.m.; zero unclosed jobs by 8:00 a.m.; callback capture/turnaround; first‑call readiness; permit/inspection lead time to scheduled install.

What You Bring

Required

  • 2+ years HVAC/mechanical or construction permitting experience in Florida (multi‑jurisdiction preferred).
  • Working knowledge of NOC workflows (owner signature, notarization, recording, posting before first inspection) and local inspection scheduling.
  • Proficiency with Florida e‑permitting portals (e.g., Accela/HillsGovHub/ePZB/ePermits OneStop) and Excel/Google Sheets for reporting.
  • Morning execution: reliable 6:30 a.m. start; able to process overnight sales/permits and publish morning updates on time.
  • Clear, concise written notes; professional phone/email with AHJs and customers.

Preferred

  • Dispatch experience in HVAC, plumbing, or appliance repair.
  • Familiarity with AHRI certifications, Florida Product Approvals/NOAs, and A2L refrigerant affidavits (where required).
  • Experience with virtual/remote inspections programs (e.g., Sarasota/Palm Beach).

Tools You’ll Use

  • County/city e‑permitting portals (see list above).
  • Company field‑service/dispatch software, VoIP, texting, email.
  • Excel/Sheets for KPI dashboards and weekly executive summaries.

Work Environment & Physical Requirements

  • On‑site in Tampa at 6:30 a.m. daily (essential function).
  • Occasional intra‑Florida travel (St. Petersburg, Boynton Beach, Broward) for training/agency visits.
  • Ability to lift office files/boxes up to 20 lbs.

What Success Looks Like (30/60/90)

  • Day 30: Live dashboards for open/aging permits, pass/fail rates, and top stall reasons by location.
  • Day 60: Standardized change‑out packet templates by county (AHRI/NOA/NOC/owner auth placeholders).
  • Day 90: <10% inspection failures for admin/document issues; morning board filled by 7:45 a.m.; all calls closed by 8:00 a.m. for three consecutive weeks.





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