Administration Manager

Job Description

Applications accepted from: ALL PERSONS INTERESTED
Division: Development Services - Permitting Center
Reporting Location: 1002 Washington Avenue
Workdays & Hours : Monday - Friday 8:00 am - 5:00 pm* - Subject to change*

Bring your passion for public service and improving the Houston community to our team as an Administrative Manager at the Houston Permit Center, Planning & Development Services. The work we do has a lasting impact on the future of our city. Houston is a place where the cost of living is more than 25% below the top 20 metro average, and with no state income tax, home ownership is very achievable. As the fourth largest and most ethnically diversity city in the U.S., Houston has first-class access to medical care, recreation, food, festivals, sports, museums, and the performing arts.
ABOUT US
The City of Houston's Planning & Development Departmen t is a key player in the mayor's efforts to improve public safety and infrastructure, enhance the quality of life, and maintain an efficient government that works for more than 2 million residents. Much like Houston itself, we are a culturally diverse team that is committed to improving Houston's built environment. Our team draws and retains passionate, curious, life-long learners, and big picture thought leaders who make a difference every day by balancing the needs and interests of the community we serve. We strive to operate as a customer-focused, goal-oriented, and efficient organization. We treat ourselves, our partners, and our customers with respect while placing continuous learning at the center of our operations.
The Houston Permitting Center located at 1002 Washington Avenue combines most of the City of Houston's permitting and licensing into one convenient location. Opened in June 2011, its mission is to help customers achieve their goals while complying with the City's regulations. Providing excellent service, streamlining business processes, implementing innovative technologies, and proactively engaging customers are all cornerstones of our mission.
POSITION PROFILE:
The Administrative Manager at the Houston Permit Center, Planning & Development Services, leads and oversees the Site Plan Review team within the Houston Permitting Center. As Administrative Manager, you will manage departmental processes, staff, and key projects related to the review of development site plans in compliance with municipal regulations and codes. Your leadership ensures efficient service delivery to internal and external stakeholders.
KEY RESPONSIBILITIES:
Section Leadership & Supervision
Manage the Site Plan Review team: schedule, supervise, evaluate performance, and provide coaching and training.
Serve as hiring authority for team roles and manage staffing, timecards/personnel processes.
Operational Oversight
Develop and monitor section goals, performance metrics, and budgets.
Lead planning and coordination of permit review workflows-ensuring timely, complete, and code-compliant site plan review.
Plan Review Guidance
Ensure submitted development site plans meet requirements-e.g., plats, surveys, landscape and parking forms, dimensions, setbacks, utility access.
Coordinate interaction with Planning & Development, Public Works, Fire, Health, and other HPC lines of business.
Policy & Procedure Management
Implement and update review standards based on City code (Chapters 26, 33, 42) and internal procedures.
Develop staff-facing documents, training materials, and performance reports.
Stakeholder Engagement
Serve as a liaison to applicants, developers, City divisions, external agencies, and vendors.
Provide subject-matter expertise and respond to escalated questions, conflicts, or system issues.
Project & Budget Oversight
Coordinate site-plan-related projects, e.g., new process rollouts, software/system upgrades, or cross-departmental initiatives.
DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS
Manages major departmental function; establishes goals and evaluates section performance, develops and evaluates subordinates, develops and manages budget.
Directs and reviews the development, implementation and maintenance of specific department projects and/or policies.
May manage department financial operations, including budget planning, revision, integration and oversight, project cost analysis, expenditure control and accounting procedures.
Coordinates special projects, including planning, research, presentations, promotions and evaluation.
May direct and review vendor monitoring and evaluation.
Directs staff services, including personnel, purchasing and public relations.
Interviews job applicants and oversees department payroll/personnel procedures for assigned department; maintains department personnel and attendance records.
Investigates special problems encountered by employees; responds to calls from the general public that extend beyond the normal scope of subordinates.
Provides leadership, guidance, training and advice to subordinates.
CORE COMPENTENCIES:
Leadership & Management
Ability to supervise, coach, mentor, and evaluate staff.
Strong decision-making skills in a deadline-driven environment.
Experience building high-performance teams and fostering continuous improvement.
Operational Excellence
Process development and optimization.
Experience managing high-volume administrative or permitting operations.
Data-driven performance management and KPI tracking.
Communication & Collaboration
Ability to communicate complex development regulations to developers, public, and internal departments.
Strong conflict resolution and customer service skills.
Experience coordinating work across multiple agencies (P&D, HPW, HFD, legal, utilities).
Analytical & Problem Solving
Ability to review technical documents and identify compliance issues.
Skill in identifying bottlenecks and implementing improvements.
Experience with root-cause analysis and quality assurance.
Project & Change Management
Ability to lead cross-departmental initiatives.
Experience implementing new processes, technologies, or regulations.
Strong ability to manage competing priorities.

WORKING CONDITIONS The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required. There are occasional minor discomforts from exposure to less-than-optimal temperature and air conditions. The position may involve dealing with modestly unpleasant situations, as with occasional exposure to office chemicals and/or extensive use of a video display terminal.
This is a Planning and Development Department Position at the Tier III Level

EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Accounting, Political Science, Psychology or a closely related field.

EXPERIENCE REQUIREMENTS
<span style=