Building and Engineering Coordinator

4 weeks ago

Boston, Massachusetts, United States Mass Inc Full time
About the Role:

The Building and Engineering Coordinator (Program Coordinator III) is responsible for leading and managing a team responsible for providing administrative and programmatic support within the Division of Occupational Licensure's Office of Public Safety and Inspections' Building and Engineering Division. The Building and Engineering Division oversees the State Building Department, the State Building Code, and all related permitting and inspections, as well as the State Engineering Department, working with Amusement Device Licensing, Hoisting examinations, and Hoisting enforcement and appeals.

The Building and Engineering Coordinator assists with assigning and scheduling building inspections, ensuring timely review of applications for accuracy and completeness, and confirms the issuance of permits and certificates of inspection. This requires operating within the IPS software system assigning permits and certificates of inspections to building inspectors. The Building and Engineering Coordinator is also responsible for managing the workflow of the end-to-end customer experience. Through this work, the Building and Engineering Coordinator will assist licensees with applying for permits through the IPS system as well as assisting constituents with understanding filing requirements. The Building and Engineering Coordinator will assist in the development and implementation of standard operating procedures to be used in program monitoring and/or evaluation.

The Building and Engineering Coordinator, under the supervision of the Assistant Chief of Buildings and the Chief of Buildings, will provide job training for Building and Engineering team members on permit and certificates of inspection workflows, ensuring cross-training exists between both groups. This training will also include tasks and skills related to agency administrative procedures and techniques, researching building and engineering regulations, policies, and laws, and workflow simplification methods. The Building and Engineering Coordinator will partner, collaborate, and work closely with Engineering Supervisor, Building Inspectors Supervisor(s), and support and proactively communicate with Building Inspectors, Compliance Inspectors, and Engineers.

Duties and Responsibilities:

  • Responsible for supporting and supervising the Office Support Specialist(s) assigned to the team, and ensuring they have sufficient direction on work assignments, including permits applications, certificate of inspections, and consumer inquiries.
  • Oversee all customer inquiries made to the Building and Engineering Division by phone, email, or mail ensuring inquiries are assigned and routed to appropriate division staff for timely response.
  • Oversee all staff responses to requests made pursuant to the Public Records Law and Fair Information Practices Act and assist DOL's public records unit in filling these requests.
  • Assist the Director of External Affairs and the OCA Legislative Liaison in responding to inquiries from the Governor's Office, the Legislature, other agencies, complaining parties, licensees, and others regarding all Building and Engineering Division matters.
Building:

  • Coordinate and support customers, state building inspectors, and supervisors with building permit applications, certificates of inspection applications and renewals, electrical applications, and related tasks associated with the agency's permitting system.
  • Manage data entry and inputting of all required building documents into the IPS system with a keen focus and review of both electronic and hard copy plans and permits for accuracy and completeness.
  • Manage the ongoing permit process including timely updates to permit information into the IPS system, ensuring appropriate routing to building inspectors and providing regular updates to the customers.
  • Support the manager of the Manufactured Buildings Program required IPS activity.
  • Confer with architects, engineers, DOL, and BBRS staff and other program participants to answer questions regarding permit or license status.
  • Prepare, review, and analyze building inspector and department activity.
  • Provide timely support and direction to customer inquiries on how to process applications.
  • Establish strong working relationships and engage frequently with the agency's technology team to identify and implement process improvement workflows.
  • Manage all channels of customer inquiries including:
    • Provide information concerning such topics as Board and Bureau meetings, schedules, appointments, cancellations to appropriate individuals.
    • Ensure timely and accurate email responses.
    • Manage intake and output of customer mail including timely processing of checks.
Engineering:

  • Work closely with the Bureau of Pipefitters, Refrigeration Technicians, Sprinkler Fitters, to ensure that applications are reviewed, brought before the Bureau, and the approvals or denials are chronicled.
  • Provide support for all Engineering exam programs.
  • Provide timely updates for the approved school list on the agency website and software system.
  • Provide support for the Amusement license program including application reviews and license approvals within the IPS database.
  • Provide administrative support for the following Engineering programs:
    • In-Service Training Program.
    • Compact Rental Program.
    • Continuing Education Program and document handling and storage.
    • Amusement program.
  • Provide support for the appeal of exams and Hoisting license violations.
  • Respond and correspond to constituent inquiries.
  • Assist legal counsel in responding to public records requests or any necessary reporting of the agency's data.
  • Perform related duties such as maintaining records, preparing correspondence, conducting data entry into agency databases, training team members, and attending meetings or professional trainings, as requested by the Assistant Chief of Investigations or the Chief of Investigations.
  • Provide technical assistance and advice to agency personnel and others concerning assigned programs in order to exchange information, resolve problems, and ensure compliance with established policies, procedures, and standards.
Preferred Knowledge, Skills, and Abilities:

  • Administrative experience in the construction, engineering, or architecture industry, and understanding of the complexities of plans and permits.
  • Experience working with large groups of offsite employees who require timely remote assistance with processing, updating, and acquiring information quickly from the office.
Qualifications:

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative, or managerial experience in business administration, business management, or public administration the major duties of which involved program management, program administration, program coordination, program planning, and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

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