Approvals Administrator

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VirtualStaff365

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2009

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

VirtualStaff365 is a Melbourne-based company specializing in virtual staff outsourcing solutions. They help Australian businesses save time and reduce staffing costs by providing professional and cost-effective offshore staffing solutions from the Philippines and South Africa. VirtualStaff365 offers a wide range of virtual assistant services, including customer service, data entry, graphic design, web and software development, and more. Their solutions enable businesses to increase operational efficiency and scale quickly while offering a no-risk guarantee.

📋 Description

• 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 • 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 • 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 • 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