We are Inform Building Permits, located in Geelong West & Mount Waverley, and are looking for a full-time administration support person to assist our senior administration officer in our Geelong West office. The role will work closely with our entire team, however predominantly under the supervision and guidance of our senior administrative officer in Geelong West, who will provide ongoing training and support.

We are looking for someone with strong computer skills and proficiency in Microsoft Office (Outlook, Excel, and Word). We are looking for someone with key attributes of reliability, organisation, professional conduct, and a customer service-focused approach.

Our office has a close-knit team of 4, and we are eager to find someone who will feel included and contribute to our friendly and supportive culture.

The successful candidate would assist with administrative support to our professional building surveyors, who pride themselves on customer service, attention to detail, and efficient response times.

While experience or interest in this field is preferred, we appreciate that transferable skills, and initiative to learn, are just as valuable. If you are looking for an admin role where you can utilise your computer strengths in a friendly office environment, then this might be the opportunity for you.

The role will include, but is not limited to the following:

Answering phones and responding to emails in a professional and courteous manner

Use of Microsoft Office (Word, Outlook, Excel)

Scheduling site inspections for inspectors and sending subsequent daily inspection report results to clients

Maintaining and updating digital filing systems

Data entry, creating new digital files, and uploading file documentation (attention to detail is especially critical, ensuring accuracy)

Preparation and issuing of Building Permit certificates once approved by the surveyor

Preparation and issuing of Occupancy Permits, and Certificates of Final Inspections, once approved by the surveyor

Scheduling meetings for the surveyors where required

Managing a flexible and changing workload, with an ability to be agile and adapt to the surveyors priorities

Being able to pivot between tasks should an urgent task arise

Generate and send pre-prepared invoices and follow up on overdue invoices

Generate and send pre-prepared fee proposals and follow up responses

Contribute to general office tidiness and uncluttered workspaces

Work collaboratively with our Mount Waverley office team via remote support.

*If this role is of interest, please submit your CV/Resume with a cover letter of no more than 500 words outlining how your skills and experience, or the transferable skills you have, will contribute to the role.