Job Description

About Us
Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 56 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 350+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees growth and development and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.Position Overview:
Reporting to the Operations Manager the Approval/Permit Specialist plays a critical role in facilitating project success by monitoring approval timelines and ensuring submission quality. This position involves coordinating all aspects of the permitting/approvals process, conducting research on approval requirements, and maintaining effective communication with authorities, landlords, clients, and consultants. The (specialists) efforts enable seamless project progression by managing building permits, landlord approvals, health approvals, and other necessary applications.Primary Duties and Responsibilities:

• Stakeholder Communication: Act as the main point of contact among project teams, authorities, landlords, clients, and consultants, ensuring clear, efficient communication throughout the approval process. Provide regular updates and issue project bulletins at key milestones.
• Submission Requirements: Research and confirm submission requirements with relevant authorities, landlords, and health departments. Coordinate these requirements to prevent project delays.
• Documentation Management: Prepare and assemble all necessary documentation for permit submissions, including landlord and health approvals. This includes completing application forms, securing fees from clients, gathering required signatures, assembling supporting documents and other materials from the team, and ensuring each submission meets compliance criteria.
• Submission Quality: Review and confirm submission materials meet the expectation of the approval agency. This includes but is not limited to the review of individual contract documents for completeness and between documents prepared by other disciplines to ensure submission materials align.
• Fee Coordination: Confirm fees with authorities and coordinate payment arrangements with clients to facilitate timely permit processing.
• Approval Coordination: Manage, submit, and track applications, actively following up with authorities to ensure timely approvals. Keep project teams informed of application status and key timelines.
• Technical Support and Collaboration: Provide essential support to project teams by assisting with and coordinating responses to authority comments, updating tracking reports, issuing bulletins, and advising the team once applications have been issued.
• Other duties may be assigned as needed to support the growth and success of the firm.

Skills and Qualifications:

• Degree in Architecture, Urban Planning, Construction Management, or a related field preferred.
• 2-4 years of experience in an architectural firm, construction office, or municipal application role.
• Prior experience with approvals and applications, ideally including Development/Site Plan Approvals, Rezoning and/or Building Permit applications.
• Basic knowledge of building codes, zoning regulations, and the building permit process.
• Proficiency in Microsoft Office (Excel, Word, Outlook).

• Microsoft Projects would be considered an asset.
• Proactive attitude, committed to seeing assignments secure necessary approvals and permits.
• Dependable, responsible, and highly organized, with a commitment to professionalism and excellence.
• Exceptional attention to detail, with the ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Strong communication and organizational skills to effectively coordinate across diverse stakeholders.
• Fearlessness is understanding what is required and why, within the approval process.
• Fluent in English (written and verbal); French language skills are an asset.
• Able to work both independently and collaboratively.
• Innovative problem-solver with a proactive approach to generating solutions and addressing challenges.

Working Conditions:

• Based in the Oakville office; primarily a seated, desk-based role involving computer and phone work to research, prepare, submit, track, and report on applications and approvals.
• Occasional travel to various municipal offices may be required for in-person application submissions.
• Overtime may be necessary to meet client deadlines and project schedules.

Benefits & Rewards

• Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
• Education assistance program
• Monthly health & fitness allowance
• Group RRSP program & employer matching
• Flexible working arrangements
• Equal opportunities for career growth and advancement within the organization
• Fun social, team building events and professional development activities
• A culture that supports learning, collaboration, and work-life balance

Aplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic selves to work. We actively encourage applications from candidates of all backgrounds and identities.Aplin Martin is an equal opportunity employer and welcomes applications from candidates of all backgrounds. We thank all applicants for their interest, but only those selected for an interview will be contacted. If you have any questions about accessibility or require any assistance during the hiring process, contact us at .Powered by JazzHR

Aplin Martin