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