Part-Time Administrative Permit & Warranty Coordinator

Innovative Air

Location: Mount Vernon, NY

Part-Time: 15 to 20 hours per week, approximately 3 to 4 hours per day

Keep the Jobs Moving Behind the Scenes

Innovative Air is Westchester's trusted residential team for heating, cooling, plumbing, insulation, and IAQ, known for reliability, honesty, and uncompromising quality. We're family-owned, locally operated, and built on Integrity, Respect, Accountability, Compassion, and Trust.

We're looking for an experienced Part-Time Administrative Permit & Warranty Coordinator to help keep our jobs moving smoothly from paperwork to approval. This is a great fit for someone who understands building departments, permit submissions, rebate documentation, and the details that keep residential home-service projects organized and on track.

As our Administrative Permit & Warranty Coordinator, you'll support the team by handling permit paperwork, rebate forms, building department follow-up, job documentation, and related administrative tasks. You'll work closely with our internal team to make sure information is accurate, deadlines are met, and customers receive a professional, low-stress experience.

Key Responsibilities for Administrative Permit & Warranty Coordinator

• Prepare, submit, and track building permit applications
• Communicate with local building departments regarding requirements, approvals, corrections, and timelines
• Handle warranty paperwork and related documentation for qualifying HVAC, plumbing, insulation, and IAQ equipment
• Maintain accurate job files, forms, approvals, and status updates
• Follow up on pending permits, inspections, and rebate submissions
• Coordinate with technicians, installers, office staff, and managers to keep jobs moving
• Document updates in ServiceTitan or similar software
• Help ensure paperwork is complete, organized, and submitted on time
• Support general administrative tasks as needed

Qualifications for Administrative Permit & Warranty Coordinator

• Experience with building permits, rebate paperwork, building departments, or construction/home-service administration
• Strong attention to detail and follow-through
• Comfort communicating with municipalities, vendors, customers, and internal team members
• Ability to manage multiple open items and keep paperwork organized
• Experience in HVAC, plumbing, construction, or home services preferred
• Comfort using computers, email, online portals, and office software
• ServiceTitan experience preferred, but not required
• Professional communication style and a team-first attitude
• Valid driver's license preferred if local permit drop-offs or pickups are needed

Pay & Schedule

• Part-time, W-2 employment
• 15 to 20 hours per week
• Approximately 3-4 hours per day
• Pay: $25 to $30 per hour, based on experience with permits, rebates, warranty registrations, building departments, and home-service administration
• Steady part-time schedule with a stable local company

Why Innovative Air

At Innovative Air, you won't feel like just another number. Our owners are involved, the team is close-knit, and the work you do matters. This role is an important part of helping our technicians, installers, customers, and office team stay organized and on schedule.

If you're detail-oriented, experienced with permit and rebate paperwork, and want a flexible part-time role with a respected local company, we'd like to hear from you.

Innovative Air is an equal opportunity employer. We welcome applicants of all backgrounds and are committed to creating an inclusive workplace.