Job Title

Offshore Virtual Assistants (OVA), a trusted Australian outsourcing company, is seeking a highly organised and detail-oriented Building CertifiersAdministrative Assistant to support a leading building certification company in New South Wales. The chosen candidate will be working with a business that is home to an Unrestricted Building Certifier, authorised to certify all types of buildingsfrom residential housing to complex commercial and large-scale industrial developments. Based in Newcastle and servicing projects across New South Wales, the company is committed to delivering exceptional certification services that promote sustainable, safe, and efficient building practices, from the initial design phase through to project completion.The successful 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 fee-free proposals/quotesAssist with inbox management (zero inbox goal)Document PreparationAssist in completing CDC, CC, and OC application checklistsCreate and maintain templates (e.g. Lending, PCA appointment, OC certificates)Format, compile, and bundle inspection and compliance documentsManage certificate registry (e.g. water, glazing, fire safety)Drafting Certificates within BCS, downloading and filing, ie Complying Development Certificates, Construction Certificates and Occupation CertificatesUpdating project structures/ job templates/categories within BCS for current jobsUnderstanding of the NSW planning portalSend notifications (e.g. commencement notices, inspection schedules)Inspections & ComplianceSend notifications such as commencement notices or inspection schedulingCollate compliance documentation (e.g. waterproofing certificates, energy ratings)Prepare final Occupation application bundles for reviewEnsure compliance trackers are kept up to dateDigital Systems & RecordsMaintain a database of all issued certifications and inspection logsArchive completed project documents according to retention policiesToolsBCSOptional Marketing SupportUpdate website service sections (e.g. CDC, OC pages) Assist with content creation (blogs, case studies, testimonials)Monitor and manage website enquiriesQualifications and Experience:Bachelor''s Degree in Architecture, Engineering, Construction Management, or Building DesignStrong understanding of the NSW Planning Portal and local council approval processes (CDC, CC, OC)Proficient in BCS (Building Certification System), SharePoint, and OneDriveFamiliarity with project management tools (e.g., Monday.com)Excellent written communication skills and document formattingSolid knowledge of Australian building regulations and compliance standards is a huge plusStrong organisational and time management skillsExperience with document control and preparing compliance or application documents (CDC/CC/OC)Previous experience as a VA or working in a remote setupExperience liaising with clients and stakeholders via email and calls #J-18808-Ljbffr