Offshore Virtual Assistants (OVA) is seeking a highly organised and detail-focused Virtual Assistant to support one of our Australian clients who provides building certification services for re-roofing projects across multiple local councils in Queensland, Australia.

This role involves assisting with the preparation, lodgement and tracking of council documentation for building approvals. The position requires excellent accuracy, initiative, and the ability to follow detailed step-by-step procedures. The successful applicant will work closely with the Certifier, who will provide clear Standard Operating Procedures (SOPs) for onboarding clients, setting up building certification documentation and lodgement processes for each of the council’s lodgement requirements.

This is a fantastic opportunity for someone with strong administrative experience, preferably with building certification experience, who enjoys process-based work, working independently, and ensuring that all documents are completed and submitted correctly the first time.

Key Responsibilities:

Document Lodgement

• Prepare and submit building approval forms through multiple council online portals, ensuring compliance with individual council requirements.
• Lodge required forms, but not limited to, Form 56, DA Form 2, Form 21, Form 16s, stamped approved plans and decision notices.
• Manage lodgement payments by following the approved process for council fee submissions.
• Maintain a register or tracking system for lodgements to ensure all submissions are accounted for and confirmed by the relevant council.

Data Gathering and Collation

• Collect, download, and organise key documents and property data to support the building approval process.
• Obtain and compile: Title searches, PD Online planning data and property details, Google Street View images, Aerial images from QLD Globe, Town planning overlays and zoning information.
• Create and maintain a centralised digital folder for each property assessment, ensuring all files are properly named and stored according to company procedures.

Project Onboarding

• Use the client’s onboarding form system to collect and record property and project information from clients.
• Review submissions for completeness and accuracy before proceeding with the lodgement steps.
• Ensure all required supporting documents are collated and saved in the central project file using Visual Approval certification software.

Approval and Finalisation

• Assist in preparing and sending the final building approval documentation to the client or property owner.
• Ensure all files—such as the title, decision notice, stamped plans, and certification forms—are properly compiled and delivered in a professional and timely manner.

Data Entry and System Management

• Accurately enter and update all project details into the client’s systems and council portals.
• Follow step-by-step procedures carefully for each council, as outlined in the SOPs.
• Maintain version control and ensure documents are up to date in the system.
• Report any discrepancies, missing files, or unclear requirements to the Certifier.

Software used

• The client uses the following systems and platforms in daily operations:
• Visual Approvals – a system for managing building approval processes
• Scribd – a platform for SOP documentation and reference
• QLD Globe – for aerial images and mapping data
• Google Suite (Drive, Sheets, Docs, Gmail) – for file management, communication, and document storage
• Microsoft PowerPoint for the Approved Plans Template
• Training will be provided in the client’s specific systems and procedures.

Skills and Attributes

The ideal candidate will demonstrate:

• A high level of accuracy and attention to detail when handling documents and data
• Strong administrative and data entry skills
• Ability to follow detailed written and visual procedures consistently
• Strong time management and organisational abilities
• Clear written and verbal communication skills
• A proactive attitude and the ability to work with minimal supervision
•  A willingness to learn about building approval processes and council requirements
• Proficiency in Google Suite and other online systems

Qualifications

• Degree in Public Administration, Business Administration or  similar 
• Experience working in an administrative, construction, building certification, or compliance-related role will be considered an advantage, but is not essential