Permit Coordinator

City of Kenmore Permit Coordinator

SUMMARY

The Permit Coordinator serves as the primary point of contact for the Development Services department, providing essential customer service and technical guidance on land use and permit applications. This role is responsible for the end-to-end processing and management of a diverse range of City permits while supporting internal staff, outside agencies, and the public. Key duties include providing administrative and technical assistance to all stakeholders and resolving inquiries via phone, email, and in-person at the counter with clarity and professional patience.

Success in this position requires the ability to efficiently prioritize high-volume customer interactions alongside time-sensitive permitting deadlines. This position reports to the Development Services Director. Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Demonstrates a genuine commitment to public service with a welcoming, helpful approach. As a people-oriented professional focused on exceptional customer care, this individual remains dedicated to assisting others and approaches every task, regardless of size, with a positive and proactive attitude.
• Serves as the primary point of contact for the Development Services department, providing a professional welcome to all visitors at the permitting front counter. This role manages comprehensive customer inquiries across multiple channels (e.g., phone, email, and in person) by screening requests, conducting necessary research, and directing customers to the appropriate resources for permit and land use actions.
• Accepts and processes permit applications by verifying documentation, property feasibility, and compliance with applicable requirements. Ensures application completeness (e.g., site plans, construction drawings, land use details, and supplemental materials).
• Schedules and facilitate development review meetings (pre-application meetings, pre-construction meetings, project coordination meetings, etc.).
• Coordinates internal reviews and tracks the progress of permits and land use applications from submittal to final decision.
• Monitors permit timelines and activity; sends notifications for expiring permits and applications, permits ready for issuance, those requiring corrections, and other next steps.
• Explains the permit process to applicants, including applicable codes, regulations, approval steps, fees, and estimated timelines.
• Calculates permit fees and provides clear, transparent explanations of costs to customers.
• Manages annual fee schedule updates and presents revisions to the City Council for adoption.
• Maintains accurate records, both electronic and paper, including applications, reports, and technical documents.
• Acts as the administrator for the City's permit tracking system and serves as the  (MBP) program team representative. Assists customers with troubleshooting MBP-related issues.
• Conducts permit and property research to assist customers, providing guidance and information to support them through the permitting process.
• Manages the City's addressing system by assigning and updating building addresses and street names for new developments.
• Monitors permitting workflows and timelines to identify, recommend, and implement process improvements. Leverages existing resources to ensure adherence to SOPs while proactively developing new protocols where gaps are identified.
• Answers basic code questions by referencing the Kenmore Municipal Code (KMC); directs customers to relevant code sections and website pages to support their research; refers complex inquiries to plans examiners.
• Maintains confidentiality of work-related issues, client records, and City information.
• Processes regulatory business licenses in coordination with the front desk and Police Department.
• Maintains and organizes permit records and filing systems, and prepares reports and statistical data on permitting activity. Responds to information and reporting requests from external agencies (e.g., King County, State of Washington,…