Processing Coordinator - Permits

Halifax Regional Municipality is inviting applications for the permanent, full-time position of Processing Coordinator - Permits within Development Services in Planning and Development.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Applications Processing Supervisor, the Processing coordinator - Permits, is knowledgeable in a broad range of planning, development, construction & engineering processes, and is key to the effective day-to-day operations of the Planning & Development Business Unit. The position's greatest emphasis is placed on being the first point of contact with the public and development community, and the timely and accurate processing of client-driven permit and subdivision applications and inquiries of all facets of planning & development, while providing service quality to our clients.

The Processing Coordinator - Permits is an individual who excels at customer service and is a team player but can also work independently in a deadline-driven environment while working with legal and confidential information daily.

DUTIES AND RESPONSIBILITIES:

• Responsible for a positive Planning & Development customer experience at the front counter. Setting tone of service excellence through intake of application and entire permit process through to issuance.
• Accountable for intake, acceptability review (measurements, completeness of documentation), fee confirmation, assignment, and pre-issuance review and issuance of all building, development, and engineering permits.
• Proving administrative support to and liaising with internal divisions, contractors, engineers, surveyors, developers and the public and other government agencies through the application and permit process, including questions and inquiries related to permits and subdivisions.
• Accountable for intake, acceptability review, fee confirmation, assignment, pre-issuance review and issuance of licenses of P&D Licenses (ie: Sidewalk café, temp signs, etc).
• Manages the workflow of public complaints relative to building code, Land-use bylaws, Engineering standards and other regulations pertaining to development in a timely manner.
• Prioritizes inquiries and requests for services and assigning to appropriate staff.
• Responsible for records management.
• Subject matter experts on permit licensing and compliance software.
• Responsible for cash, payment and deposit management, refund requests & cheque requisitions.
• Responsible for setting up and maintaining contractor accounts and files, including financial documentation.
• Assisting with FOIPOP Requests - Print, scan, mail, email permits and hard copies of contents from lot filing systems according to the FOIPOP regulations for Legal.
• Use of internal and external mapping tools and software.
• Assist and provide on the job training to new and existing Development personnel.

QUALIFICATIONS:

Education & Experience:

• Completion of grade 12
• An administrative or business certificate from a recognized educational institution
• Must have at least five (5) years of recent customer service experience dealing with the public
• Experience working in a large, demanding office environment
• University degree considered an asset
• Previous work in government is considered an asset
• Previous experience working with the development industry is considered an asset
• An equivalent combination of education and experience may be considered

Technical / Job Specific Knowledge and Abilities:

• Thorough knowledge of current and effective office procedures.
• Basic familiarity of HRM services to properly direct public inquiries.
• Working knowledge of Municipal Government Act, Heritage Property Act, National Building Code, relevant municipal bylaws and legislation, their scope, response times and purposes.
• Knowledge of building permit systems, subdivision systems, land use bylaw processes, finance systems, basic accounting systems and policies and procedures related to land development.
• Excellent verbal and written communication skills.
• Thorough knowledge of current, effective office procedures.
• Proficiency in basic computer operating systems and technology; Microsoft Office suite, specifically: Word, Excel and PowerPoint. Knowledge of SAP, GIS Mapping and Hansen.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES: Analytical Thinking; Communication; Customer Service; Managing change; Organization & Planning; Teamwork & Cooperation; Valuing Diversity; Decision Making; Networking & Relationship Building; Conflict Management; Values & Ethics.

WORK STATUS: Permanent, full-time position.

HOURS OF WORK: Monday - Friday, 8:30am to 4:30pm, 35 hours per week. Flex options to work outside of these hours and hybrid may be available.

SALARY: NSGEU 222, Level 6, $34.87/hour.

WORK LOCATION: 3rd Floor Duke Tower (5251 Duke Street, Halifax).

CLOSING DATE: Applications will be received up to up to 11:59 pm Tuesday, September 22, 2026.

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link:

Accommodations | Hiring | Employment | Halifax

(position # 72282560)