Offshore Virtual Assistants (OVA), a trusted Australian outsourcing company, is seeking a highly organised and detail-oriented Building Certifiers Administrative 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 buildings—from 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/quotes
• Organise file uploads: plans, approvals, certification forms
•  Assist with inbox management (zero inbox goal)

Document Preparation

• Assist in completing CDC, CC, and OC application checklists
• Create and maintain templates (e.g. Lending, PCA appointment, OC certificates)
• Format, compile, and bundle inspection and compliance documents
• Manage certificate registry (e.g. water, glazing, fire safety)
• Drafting Certificates within BCS, downloading  and filing, ie Complying Development Certificates, Construction Certificates and Occupation Certificates 
• Updating project structures/ job templates/categories within BCS for current jobs
• Understanding of the NSW planning portal  

Client & Stakeholder Liaison

• Send notifications (e.g. commencement notices, inspection schedules)

Inspections & Compliance

• Send notifications such as commencement notices or inspection scheduling
• Collate compliance documentation (e.g. waterproofing certificates, energy ratings)
• Prepare final Occupation application bundles for review
• Ensure compliance trackers are kept up to date

Digital Systems & Records

• Maintain a database of all issued certifications and inspection logs
• Archive completed project documents according to retention policies

Tools 

• Microsoft OneDrive, SharePoint, etc 
• BCS 
• Project Management system, ie Monday.com

Optional Marketing Support

• Update website service sections (e.g. CDC, OC pages)
  Assist with content creation (blogs, case studies, testimonials)
• Monitor and manage website enquiries

Qualifications and Experience: 

• Bachelor’s Degree in Architecture, Engineering, Construction Management, or Building Design
• Strong understanding of the NSW Planning Portal and local council approval processes (CDC, CC, OC)
• Proficient in BCS (Building Certification System), SharePoint, and OneDrive
• Familiarity with project management tools (e.g., Monday.com)
• Excellent written communication skills and document formatting
• Solid knowledge of Australian building regulations and compliance standards is a huge plus
• Strong organisational and time management skills
• Experience with document control and preparing compliance or application documents (CDC/CC/OC)
• Previous experience as a VA or working in a remote setup
• Experience liaising with clients and stakeholders via email and calls