Approvals Administrator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Develop and sustain project documentation within Monday.com and internal systems

• Organize project folders and uphold document filing systems

• Oversee project documentation and ensure that records are kept up-to-date and accurate

• Manage workflow updates and the progression of tasks throughout the approval process

• Track project milestones and follow up on pending actions

• Prepare administrative elements for Development Applications, Construction Certificates, and Complying Development Certificates

• Compile administrative components for Activity Applications and Commencement of Work submissions

• Upload and download documents via the NSW Planning Portal and council portals

• Keep application records, reference numbers, submission dates, and approval statuses organized

• Monitor portal notifications and relay updates to pertinent stakeholders

• Track application progress and maintain approval logs

• Draft and send standard client communications using approved templates

• Follow up with clients to gather necessary documentation and information

• Provide administrative updates on application progress and approval milestones

• Coordinate the collection of signed forms, agreements, and supporting documents

• Assist with general client inquiries related to application administration

• Maintain version control of project documentation

• Prepare service agreements and standard forms utilizing approved templates

• Ensure project files are comprehensive, organized, and ready for audits

• Manage the storage and retrieval of project records and approval documentation

• Keep track of NSW Planning Portal applications and monitor council notification periods

• Monitor outstanding council invoices and payment statuses

• Escalate requests for information, approval delays, or compliance issues to the onshore team

• Assist with social media scheduling, content management, and inquiry databases

⛳️ Requirements

• Strong background in administration and project coordination

• Excellent document management and organizational abilities

• Proficient written English communication skills

• High attention to detail with the capability to manage multiple projects at once

• Proven ability to adhere to established processes and escalate technical issues as needed

• Availability to work full-time hours in alignment with Australian Eastern Standard Time business hours

• Nice-to-Have Skills

• Experience in supporting property, construction, planning, architecture, engineering, or approvals teams

• Previous experience with CRM, project management, or workflow systems such as Monday.com

• Familiarity with navigating the NSW Planning Portal or local council tracking systems

🏝️ Benefits

• Permanent work-from-home arrangement

• Day shift (Australian business hours)

• Full-time employment

• Health Maintenance Organization (HMO)

• Annual leave

• 13th-month pay

• Includes government-mandated benefits