Permitting Assistant

ERMITTING ASSISTANT

Department: HSE/ Permitting
Reports To: HSE/ Permitting Manager
Employment Type: Full-Time
Work Location: Head Office and Project Sites, as required

I. JOB SUMMARY

The Permitting Assistant is responsible for assisting in the preparation, processing, submission, monitoring, and follow-up of all permits, licenses, clearances, and regulatory documents required for the development, construction, and operation of the Company's solar energy projects.

The position serves as a liaison between the Company and various Local Government Units (LGUs), government agencies, utility providers, and other regulatory offices to facilitate the timely processing and approval of project requirements. The Permitting Assistant ensures that all submissions are complete, accurate, properly documented, and processed within prescribed timelines to prevent unnecessary project delays.

II. KEY DUTIES AND RESPONSIBILITIES

A. Permit Processing and Documentation

• Prepare, compile, review, and organize documentary requirements for permits, licenses, clearances, and approvals needed for solar project development and construction.
• Assist in processing applicable permits, including but not limited to:
• Barangay Clearances and Resolutions
• Locational and Zoning Clearances
• Development Permits
• Building Permits
• Electrical Permits
• Fencing, Excavation, and other applicable ancillary permits
• Environmental permits and clearances, when applicable
• Fire Safety Evaluation Clearance and Fire Safety Inspection Certificate, as applicable
• Occupancy Permits and other completion-related approvals
• Other permits and clearances required by LGUs, national government agencies, utility companies, and relevant regulatory authorities.
• Verify that applications, technical documents, plans, forms, and supporting attachments are complete and consistent before submission.
• Coordinate with the Engineering, Construction, HSE, Legal, and Project Management teams to obtain the necessary plans, certifications, technical information, and supporting documents.
• Ensure that all permit applications comply with the applicable documentary and procedural requirements of the receiving agency.

B. LGU and Government Agency Coordination

• Act as a primary liaison, as assigned, between the Company and LGUs, including barangay offices, municipal or city offices, and provincial government offices.
• Conduct site visits and government-office visits to submit applications, follow up on pending requirements, clarify deficiencies, and monitor application progress.
• Establish and maintain professional working relationships with government personnel, permitting officers, inspectors, and other relevant stakeholders.
• Communicate permit requirements, processing updates, deficiencies, fees, and expected timelines to the Permitting Manager and concerned departments.
• Coordinate inspections, meetings, site assessments, and other activities required by government agencies for permit processing and approval.
• Escalate unusual delays, conflicting requirements, additional conditions, and potential compliance concerns to the Permitting Manager.

C. Permit Monitoring and Tracking

• Maintain an updated permitting tracker or dashboard for all assigned projects, indicating:
• Project name and location
• Required permits and responsible agencies
• Application and submission dates
• Current application status
• Pending documentary requirements
• Follow-up dates and next actions
• Expected approval dates and actual completion dates
• Monitor permit application deadlines and follow up regularly on pending applications.
• Immediately notify the Permitting Manager of potential delays, rejected applications, incomplete submissions, or other issues that may affect project mobilization or construction schedules.
• Monitor the validity and expiration dates of permits and licenses and assist in securing renewals, amendments, or extensions when necessary.
• Maintain a complete and organized record of approved permits, official receipts, application forms, correspondence, and other supporting documents.

D. Project Coordination and Compliance

• Coordinate with the Engineering and Construction teams to ensure that project schedules consider permitting lead times and government approval requirements.
• Assist in identifying permitting requirements during project planning, mobilization, construction, and project completion.
• Verify that the permits required for the assigned project stage have been obtained before the relevant work proceeds, and promptly report any missing approvals.
• Assist in coordinating government inspections and in resolving technical or documentary deficiencies raised by inspectors.
• Keep updated on relevant permitting procedures, local ordinances, building regulations, environmental requirements, electrical regulations, fire-safety requirements, and other applicable rules affecting solar projects.
• Perform other permitting-related duties reasonably assigned by the Permitting Manager.

E. Reporting and Administrative Responsibilities

• Submit regular status reports on assigned permits, pending applications, approvals received, and outstanding requirements.
• Prepare weekly permitting progress reports and identify projects at risk of delay due to unresolved permitting matters.
• Maintain both digital and physical copies of project permitting records in accordance with Company document-control procedures.
• Ensure that all government transactions, official payments, and receipts are properly documented and submitted in accordance with Company policies.
• Safeguard confidential Company documents and project information.
• Perform other duties related to the position as may be assigned by the immediate supervisor.

III. QUALIFICATIONS

Education

• Bachelor's degree in Business Administration, Public Administration, Political Science, Engineering, or a related field is preferred.
• Applicants with relevant permitting, administrative, or government liaison experience may also be considered.

Experience

• Preferably at least one (1) year of experience in permit processing, government liaison work, regulatory compliance, project administration, or a similar role.
• Experience coordinating with LGUs or processing construction-related permits is an advantage.
• Experience in renewable energy, construction, electrical works, or infrastructure projects is an advantage.

Technical Skills

• Knowledge of common LGU permitting procedures and government documentary requirements.
• Proficiency in Microsoft Office, particularly Excel, Word, and email applications.
• Ability to maintain permit trackers, document logs, and status reports.
• Good written and verbal communication skills.
• Strong document organization and recordkeeping skills.

Personal Competencies

• Highly organized, detail-oriented, and systematic.
• Proactive in following up on pending applications and resolving deficiencies.
• Professional and courteous when dealing with government offices and external stakeholders.
• Able to work independently and manage multiple projects simultaneously.
• Willing to travel to LGUs, government offices, and project sites as required.
• Honest, accountable, and compliant with Company policies and ethical standards.

IV. KEY PERFORMANCE INDICATORS (KPIs)

The Permitting Assistant shall be evaluated based on the following performance indicators:

• Timeliness of Permit Processing – Timely preparation, submission, and follow-up of assigned permit applications.
• Document Accuracy and Completeness – Percentage of applications submitted without deficiencies attributable to incomplete or incorrect documentation.
• Permit Tracking and Reporting – Accuracy and timely updating of the permitting tracker and submission of required reports.
• Follow-Up and Coordination Effectiveness – Consistency of follow-ups and effectiveness in coordinating with LGUs and other regulatory agencies.
• Compliance and Deadline Management – Timely identification of permitting requirements, renewal deadlines, and outstanding approvals.
• Issue Escalation and Problem Resolution – Prompt reporting and coordination of corrective actions for permitting delays and application deficiencies.
• Document Control and Recordkeeping – Completeness, accessibility, and proper organization of permitting records.
• Internal Coordination and Communication – Timely coordination with Engineering, Construction, HSE, and other concerned departments.

Performance shall be assessed based on the requirements and timelines applicable to each project, taking into account delays attributable to government processing, project-document availability, and other factors outside the employee's reasonable control.

Pay: Php19,000.00 - Php23,000.00 per month

Benefits:

• Free parking
• On-site parking
• Promotion to permanent employee

Work Location: In person