Approvals Administrator

8 hours, 54 minutes ago
Full-time
Junior
Project and Program Management
Virtual Assistance Services

Virtual Assistance Services

VirtualStaff365 is a Melbourne-based outsourcing specialist that helps Australian businesses source, hire, and retain virtual staff. They assist in improving operational efficiency, reducing staffing costs, and growing businesses by providing professio...

Professional Services
11-50
Founded 2016

Description

  • Create and maintain project records in Monday.com and internal systems.
  • Set up project folders and maintain accurate document filing structures.
  • Coordinate project documentation, workflow updates, and task progression through the approvals process.
  • Prepare administrative components of Development Applications, Construction Certificates, Complying Development Certificates, Activity Applications, and Commencement of Work submissions.
  • Upload and download documents through the NSW Planning Portal and council portals.
  • Maintain application records, reference numbers, submission dates, approval statuses, and approval registers.
  • Monitor portal notifications, council notification periods, and application progress, and communicate updates to stakeholders.
  • Draft and issue standard client correspondence using approved templates and follow up for missing documentation or information.
  • Collect signed forms, agreements, and supporting documents and respond to general client enquiries related to application administration.
  • Maintain version control, prepare service agreements and standard forms, track outstanding council invoices, and escalate delays or compliance concerns to the onshore team.

Requirements

  • Strong administration and project coordination experience.
  • Exceptional document management and organisational skills.
  • Strong written English communication skills.
  • High attention to detail and the ability to manage multiple projects simultaneously.
  • Demonstrated ability to follow established processes and escalate technical matters appropriately.
  • Ability to work full-time hours aligned with Australian Eastern Standard Time business hours.
  • Experience supporting property, construction, planning, architecture, engineering, or approvals teams is preferred.
  • Prior experience using CRM, project management, or workflow systems such as Monday.com is preferred.
  • Familiarity with the NSW Planning Portal or local council tracking systems is preferred.

Benefits

  • Permanent work-from-home setup.
  • Day shift aligned with Australian business hours.
  • Full-time position.
  • HMO coverage.
  • Annual leave.
  • 13th-month pay.
  • Government-mandated benefits.

Interested in this position?

Apply directly on the company website

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