Office Coordinator - Permits & Licensing

WHO WE ARE

At Infinity Sign Systems, we create and install custom signage and branded environments for clients throughout the Kansas City area and beyond. Behind every successful installation is a lot of coordination—and that’s where this role comes in.

We’re looking for an Office Coordinator – Permits & Licensing to help keep our projects moving by navigating permitting requirements, coordinating with municipalities, maintaining required licenses, and supporting our Project Management and Operations teams.

You don’t have to come from the sign industry to be successful here. If you’re highly organized, comfortable juggling multiple projects and deadlines, good at researching answers, and enjoy being the person who keeps things moving, we’d like to hear from you.

WHAT YOU’LL DO

Keep Projects Moving

You’ll take ownership of the permitting process for Infinity projects from research through final approval.

• Research city, county, and state sign codes, zoning regulations, and permitting requirements.
• Determine project requirements related to sign size, height, setbacks, illumination, electronic message centers, historic districts, and other jurisdiction-specific regulations.
• Prepare, submit, and track permit applications and supporting documentation through approval.
• Gather and organize required documents such as site plans, elevations, structural and electrical information, engineering documents, and authorization forms.
• Communicate directly with planning, zoning, and building departments to answer questions, respond to comments, and work through permitting issues.
• Partner with Sales and Project Management to communicate requirements, permit status, approvals, and necessary project changes.
• Coordinate required inspections, address deficiencies, and obtain final approvals.
• Assist with variance and special-use applications and attend municipal meetings or hearings when needed.
• Maintain accurate permit records, jurisdiction contacts, approvals, receipts, inspection dates, and project documentation.

Manage Licensing & Compliance

You’ll also help make sure Infinity has the licenses and registrations we need to do business in the communities we serve.

• Research business licenses, contractor registrations, specialty licenses, and other requirements.
• Prepare, submit, track, and renew licenses and registrations with cities, counties, states, and other agencies.
• Communicate with licensing agencies to resolve questions or missing requirements.
• Monitor expiration dates, regulatory changes, renewals, and annual reporting requirements.
• Maintain organized and accurate licensing records, certificates, and supporting documentation.

Support the Team

This role is part of our Operations team, so you’ll also pitch in with project and office coordination that helps the entire team stay organized.

• Create and maintain project/job folders and established filing systems.
• Assist Project Managers with project documentation, closeout communication, completion photos, and other administrative needs.
• Answer and route incoming phone calls as needed.
• Organize and archive completed project files and company records.
• Help support an organized and efficient Infinity office.
• Jump in on other project or administrative needs when needed.

WHAT WE’RE LOOKING FOR

We’re looking for someone who is organized, resourceful, detail-oriented, and persistent. Permitting often means researching requirements, following up with municipalities, keeping track of multiple deadlines, and figuring out what’s needed to get a project across the finish line.

You’ll be a strong fit if you:

• Are highly organized and comfortable managing multiple projects, applications, and deadlines at once.
• Have strong follow-through and don’t like leaving loose ends.
• Enjoy researching information and solving problems.
• Communicate professionally and confidently with internal teams, customers, and outside agencies.
• Can interpret written codes, regulations, and permitting requirements.
• Have a basic ability to read site plans, elevations, blueprints, or shop drawings—or are comfortable learning.
• Are proficient with Microsoft Office, particularly Excel and Word.
• Can work independently while collaborating closely with a team.
• Are comfortable working in a fast-paced environment where priorities can change.

EXPERIENCE

• High school diploma or GED required.
• Previous experience in permitting, project coordination, construction administration, licensing, office coordination, or a related field is preferred.
• Experience working with local municipalities or obtaining permits in the sign, construction, utility, electrical, architecture/engineering, or related industries is a plus.
• Direct sign industry experience is not required.

If your experience doesn’t match every bullet but you’ve worked in a role where you had to coordinate details, manage deadlines, work through requirements, and keep projects organized, we encourage you to apply.