Building Permit Coordinator II

Position Details

• Location: Whitby
• Salary Range: $67,702 - $78,933 annually
• Closing Date: 2023-09-07
• Employment Type: Full-time
• Contract Type: Permanent
• Engagement Type: Permanent
• Department: Building Services
• Hours of Work: 35 hours per week
• Work Location: Hybrid

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes. The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to more than 200,000 by 2031.

Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame. The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position. We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community. Let’s grow together.

Key Responsibilities

• Technical Plans Review and Application Assessment
  Executes detailed plan examinations, prepares and issues status letters and building permits for minor projects (e.g., decks, sheds, small accessory structures), ensuring full compliance with Part 9 of the OBC and applicable law. Conducts advanced-level reviews of all types of building permit applications digitally and over the counter ensuring compliance with applicable law and submission standards, under the Ontario Building Code (OBC). Leads the pre-screening process on the E-Portal, verifying application completeness and ensuring accuracy of applicant-submitted data in AMANDA; makes necessary modifications. Provides direction to applicants through AMANDA communications on the E-Portal regarding missing documentation, drawings, applicable law, and outstanding approvals. Leads the validation process for subdivision house applications, confirming completeness and verifying firebreak lot allocations. Confirms status and conditions of Site Plan Approval (SPA) at time of permit intake for ICI applications and ensures regulatory alignment with SPA conditions. Reviews and verifies permit fees, calculates refundable deposits, and determines deposit requirements in alignment with municipal policies; ensures Development Charges are paid prior to permit issuance.
• Document Management and Regulatory Compliance
  Provides expert guidance to applicants on inspection procedures, required inspections, and booking processes for mandatory building inspections. Ensures ongoing accuracy and integrity of permit records; prepares finalized documentation for upload and archival in AMANDA. Oversees and verifies the tracking of firebreak lots within subdivision developments for regulatory and safety compliance. Drafts and finalizes Conditional Permit Agreements, ensuring legal accuracy and alignment with municipal standards. Leads the request and review process for Title Search documentation in relation to Conditional Permit Agreements and Orders, ensuring legal and procedural compliance. Drafts Orders pursuant to the Building Code Act. Compiles various building permit related reports including statutory reports such as those for Tarion. Manages and follows up on stagnant permit applications to ensure progress.
• Building Permit Intake and Application Support
  Provides senior-level expert support to Building administrative team and plays a vital supporting role to the Plans Examiners. Manages and responds to complex and escalated inquiries from applicants and stakeholders regarding building permits, providing senior-level interpretation and guidance; refers exceptional cases to the Senior Plans Examiner or Management, including the Chief Building Official as required. Exercises delegated authority from the Chief Building Official to determine permit type, assess application completeness, calculate fees, and accept or refuse applications in accordance with Section 1.3 of the OBC. Provides technical support and intake coordination for Institutional, Commercial & Industrial (ICI) building permit applications, ensuring completeness and compliance with submission standards.
• Customer Service and Consultation
  Delivers advanced technical consultation to customers regarding detailed requirements of Part 9 of the OBC, supporting accurate and code-compliant applications. Educates and advises applicants, designers, and stakeholders on the end-to-end permit application process, regulatory requirements, and submission standards. Collaborates and coordinates with Builders, Inspectors (Building/Mechanical), Planners, Designers, and Homeowners to monitor and facilitate permit processing, ensuring timely resolution of issues and alignment with municipal standards.

Education and Experience

Minimum Qualifications · Three (3) year college diploma in Building or Architectural Technology, or Civil Engineering Technology or equivalent related discipline. · Certified Building Code Official preferred (CBCO) and Ontario Building Code qualification in Part 9 buildings. · Experience working with AMANDA (or similar permitting software) is considered an asset. · A minimum of three (3) years’ relevant experience in the review, processing and approval of building permits and associated approvals. · Working knowledge of the Ontario Building Code and related legislation and municipal by-laws, policies, and procedures. · Working knowledge of the Permit and Inspection process and related municipal programs and requirements.

Knowledge, Skills and Abilities

• Excellent customer service and communication skills to deal effectively and professionally with builders, developers, residents and external agencies.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks and shifting priorities.
• Detail-oriented with a high level of accuracy in work output.
• Ability to work independently and as part of a team.
• Strong computer skills including MS Office Suite and permit management software.

Working Conditions

Typical office environment with hybrid work options. May require occasional site visits to construction projects.

How to Apply

Applicants are invited to submit a resume and cover letter that outline how their experience matches the qualifications and competencies. Please apply online by the closing date.

Accommodation

The Town of Whitby is committed to accommodation for persons with disabilities. If you require accommodation throughout the recruitment process, please contact Human Resources and we will work with you to meet your needs.