Approvals Administrator

VirtualStaff365

Approvals Administrator providing administrative and project coordination support in a building design consultancy. Managing application processes and client communications effectively.

Posted 6/9/2026full-timeRemote • 🇵🇭 PhilippinesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

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

What you’ll need

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

Comp & perks

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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

document managementproject coordinationadministrative components preparationversion controlworkflow managementtask progression trackingapplication progress trackingclient correspondence draftingsocial media schedulingenquiry database administration

Soft Skills

strong written communicationattention to detailorganisational skillsability to manage multiple projectsprocess adherenceescalation of technical mattersclient interactionadministrative updatescoordinationfollow-up skills