Confidential Careers · 5 days ago
Sales & Permitting Coordinator (Customer Service + Accounts Receivable & Liens)
FL
Full-time
Onsite
Mid Level
$52K/yr - $56K/yr
3+ years expConfidential is seeking a dynamic and detail-oriented Sales & Permitting Coordinator to join their team. This role combines exceptional customer service with essential financial and administrative responsibilities, including accounts receivable management, lien processing, and permit coordination.
Human ResourcesRecruiting
Responsibilities
Prepare, review, and submit all customer invoices, including progress billings (AIA or similar formats where required), time-and-materials invoices, and final invoices
Maintain the AR aging schedule; monitor past-due balances, send reminders, and conduct courteous yet firm collection calls and follow-ups
Reconcile customer accounts by applying payments, credits, and adjustments, and working with the Controller to resolve discrepancies quickly
Coordinate with project managers and estimators to confirm work completed, change orders, and retainage prior to billing
Support month-end close by providing accurate AR reports, unapplied cash lists, and notes on at-risk accounts
Prepare, track, and obtain conditional and unconditional lien waivers (progress and final) from subcontractors and suppliers, ensuring alignment with payments
Coordinate and maintain Florida Notices/Certificates of Commencement for applicable projects, ensuring timely recording and proper posting requirements are met
Monitor key Florida lien-related deadlines (e.g., notices to owner, claims of lien) and maintain a tracking log so the company’s lien rights are preserved
Review incoming lien waivers and related documents from customers and GCs for accuracy, ensuring dates, amounts, and project information are correct before execution
Maintain organized digital and physical records of all lien-related documents for each project to support audits, disputes, and legal inquiries
Prepare, submit, and track permit applications across multiple Florida municipalities and jurisdictions, including resubmittals and corrections as needed
Coordinate land surveys and related site services (ordering, scheduling, and collecting final survey documents) and ensure they are filed under the correct project
Maintain a permitting and survey log, capturing application dates, fees, approvals, inspection milestones, and expirations
Work closely with project managers to ensure all required permits, surveys, HOA approvals, and notices of commencement are in place before job start
Liaise with building departments, HOAs, and utilities to resolve issues, schedule inspections, and keep projects compliant and on schedule
Serve as a primary office-based point of contact for customers on billing, permits, documentation status, and general project inquiries
Answer phones and emails promptly, providing clear updates on invoices, payments, permit progress, and inspection schedules
Communicate professionally and empathetically with homeowners, GCs, and trade partners while enforcing company policies and payment terms
Document all key customer interactions in the CRM or project management system for visibility to the Controller, Owner, and project teams
Support customer satisfaction efforts by actively identifying and escalating emerging issues that could affect relationships or payments
Use QuickBooks Enterprise to enter and maintain customer master data, invoices, payments, and AR reports
Maintain clean, accurate data in accounting, CRM, and permitting systems to ensure reliable reporting and coordination across departments
Recommend improvements to AR, lien, permitting, and documentation workflows to reduce rework, shorten cycle times, and strengthen internal controls
Assist in the development and maintenance of standard operating procedures (SOPs) for billing, lien documentation, permitting, and customer communication
Qualification
Required
3–5+ years of experience in construction accounts receivable, project accounting, or a closely related construction administration role
Hands-on experience with lien waivers and basic lien documentation, preferably in Florida; familiarity with notices/Certificates of Commencement and key timelines
Working knowledge of QuickBooks
Proven experience coordinating permits and/or construction administration with Florida municipalities or similar jurisdictions
High school diploma required; associate or bachelor's degree in accounting, business, construction management, or related field preferred (or equivalent experience)
Strong understanding of fundamental accounting concepts related to AR, billing, and cash application
High attention to detail with documents, numbers, and dates, especially for legal and compliance-related paperwork
Excellent written and verbal communication skills; able to explain complex billing or documentation requirements in plain language
Florida Notary
Preferred
Associate or bachelor's degree in accounting, business, construction management, or related field preferred (or equivalent experience)
Benefits
Paid sick time
Paid time off
Company
Confidential Careers
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2-10 employees
Funding
Current Stage
Early StageLeadership Team
E
Edwin Xiao
Chief Revenue Officer
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