Inform Building Permits is seeking a motivated and reliable Administration Support Officer to join our friendly team in our Geelong West office. This full-time role provides an excellent opportunity to work closely with our Senior Administration Officer, who will offer ongoing training, guidance, and support.
With offices in Geelong West and Mount Waverley, we pride ourselves on delivering high-quality service, efficiency, and attention to detail. You'll be joining a close-knit team of four, where collaboration, inclusivity, and a supportive work culture are highly valued.
About the Role
This position plays a key role in supporting our professional building surveyors and ensuring smooth day-to-day administrative operations. While you will work with the broader team, your primary support and supervision will come from our Senior Administration Officer.
Key Responsibilities
Your duties will include, but are not limited to:
* Answering phone calls and responding to emails in a professional and courteous manner
* Using Microsoft Office (Outlook, Word, Excel) for daily tasks
* Scheduling site inspections and distributing inspection reports to clients
* Maintaining and updating digital filing systems
* Data entry, file creation, and document uploads with a strong focus on accuracy
* Preparing and issuing Building Permit Certificates
* Preparing and issuing Occupancy Permits and Certificates of Final Inspection
* Coordinating meetings for surveyors as required
* Managing a dynamic workload and adapting to changing priorities
* Responding efficiently to urgent tasks as they arise
* Generating and sending invoices and following up outstanding payments
* Preparing fee proposals and tracking responses
* Contributing to a tidy and organised office environment
* Collaborating with our Mount Waverley office team
About You
We are looking for someone who brings:
* Strong computer skills, particularly in Microsoft Outlook, Word, and Excel
* Excellent organisational skills and attention to detail
* Reliability and a proactive approach to work
* Professional communication and customer service skills
* The ability to multitask and adapt in a fast-paced environment
* Intermediate level proficiency in Microsoft Office applications including Outlook, Word, and Excel
* Minimum of 1-2 years of administrative experience
* Australian work rights are required for this position
Experience in the building or construction industry is advantageous but not essential. We value transferable skills, a willingness to learn, and a positive attitude just as highly.
Why Join Us?
* Supportive and welcoming team environment
* Ongoing training and development
* Opportunity to build a long-term career in a specialised industry
* Work in a small, collaborative office where your contribution matters
How to Apply
If this opportunity sounds like the right fit for you, please submit your CV/Resume along with a cover letter (maximum 500 words) outlining how your skills, experience, or transferable abilities will contribute to this role.