Approvals Administrator

Our client is an established building design and architectural consultancy firm based in Australia. They specialise in delivering comprehensive residential and commercial design solutions, guiding projects smoothly from initial concept through to council approvals and certification.

They are now seeking to hire an Approvals Administrator to provide essential administrative and project coordination support throughout the development approvals workflow. This critical position ensures project records are meticulously maintained and applications progress smoothly through council and planning portals.

Job Responsibilities

Project Administration & Coordination

• Create and maintain project records within Monday.com and internal systems
• Set up project folders and maintain document filing structures
• Coordinate project documentation and ensure records remain current and accurate
• Manage workflow updates and task progression throughout the approvals process
• Monitor project milestones and follow up on outstanding actions

Application Administration

• Prepare administrative components of Development Applications, Construction Certificates, and Complying Development Certificates
• Prepare the administrative components of Activity Applications and Commencement of Work submissions
• Upload and download documentation through the NSW Planning Portal and council portals
• Maintain application records, reference numbers, submission dates, and approval statuses
• Monitor portal notifications and communicate updates to relevant stakeholders
• Track application progress and maintain approval registers

Client Communication & Support

• Draft and issue standard client correspondence using approved templates
• Follow up with clients to obtain required documentation and information
• Provide administrative updates regarding application progress and approval milestones
• Coordinate the collection of signed forms, agreements, and supporting documents
• Assist with general client enquiries relating to application administration

Document Control & Support

• Maintain version control of project documentation
• Prepare service agreements and standard forms using approved templates
• Ensure project files are complete, organised, and audit-ready
• Coordinate the storage and retrieval of project records and approvals documentation
• Monitor NSW Planning Portal applications and track council notification periods
• Track outstanding council invoices and payment statuses
• Escalate requests for information, approval delays, or compliance concerns to the onshore team
• Assist with social media scheduling, content administration, and enquiry databases

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

Nice-to-Have Skills

• Experience supporting property, construction, planning, architecture, engineering, or approvals teams
• Prior experience using CRM, project management, or workflow systems such as Monday.com
• Familiarity navigating the NSW Planning Portal or local council tracking systems

Benefits

• ​Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job
• HMO
• Annual leave
• 13th-month pay
• With Government Mandated Benefits