Administrative Assistant for Building Certification
We are seeking a highly organised and detail-oriented Administrative Assistant to support our building certification services in New South Wales. The successful candidate will be working with a business that is home to an Unrestricted Building Certifier, authorised to certify all types of buildings—from residential housing to complex commercial and large-scale industrial developments.
The chosen candidate will play a key role in providing timely administrative, compliance, and stakeholder support. This position requires excellent communication, multitasking, and documentation skills.
Key Responsibilities:
General Administration:
* Prepare and send proposals/quotes
* Assist with inbox management
Document Preparation:
* Assist in completing application checklists
* Create and maintain templates (e.g. Lending, PCA appointment)
* Format, compile, and bundle inspection and compliance documents
* Manage certificate registry (e.g. water, glazing, fire safety)
* Drafting certificates within BCS, downloading and filing
* Updating project structures/job templates/categories within BCS
* Understanding of the NSW planning portal
* Send notifications (e.g. commencement notices, inspection schedules)
Inspections & Compliance:
* Send notifications such as commencement notices or inspection scheduling
* Collate compliance documentation (e.g. waterproofing certificates, energy ratings)
* Prepare final Occupation application bundles for review
* Ensure compliance trackers are kept up to date
Digital Systems & Records:
* Maintain a database of all issued certifications and inspection logs
* Archive completed project documents according to retention policies
Tools:
* BCS
Optional Marketing Support:
* Update website service sections (e.g. CDC, OC pages) Assist with content creation (blogs, case studies, testimonials)
* Monitor and manage website enquiries
Qualifications and Experience:
* Bachelor's Degree in Architecture, Engineering, Construction Management, or Building Design
* Strong understanding of the NSW Planning Portal and local council approval processes (CDC, CC, OC)
* Proficient in BCS (Building Certification System), SharePoint, and OneDrive
* Familiarity with project management tools (e.g., Monday.com)
* Excellent written communication skills and document formatting
* Solid knowledge of Australian building regulations and compliance standards
* Strong organisational and time management skills
* Experience with document control and preparing compliance or application documents (CDC/CC/OC)
* Previous experience as a VA or working in a remote setup
* Experience liaising with clients and stakeholders via email and calls