Approvals & Applications Virtual Assistant

Approvals & Applications Virtual Assistant
Patio & Shed Kits WA
Remote | 15 Hours Per Week | AUD $15 Per Hour
Monday-Friday | 10:00am-1:00pm WST/AWST (Perth Time)
About the Position
Patio & Shed Kits WA is looking for a highly organised and technically capable Approvals & Applications Virtual
Assistant to work directly with our Operations Manager.
Your primary responsibility will be to help prepare patio and shed building applications in Western Australia,
ensuring that all required customer, property, engineering, surveying and application information is collected and
organised before the file is submitted to the Operations Manager for final review.
This is a long-term position for the right person.
Hours & Pay

• 15 hours per week
• 3 hours per day, Monday to Friday
• 10:00am-1:00pm Western Australian time (AWST/WST)
• AUD $15.00 per hour
• AUD $225 per week
• Remote position

You must be available during these hours so you can communicate directly with our Operations Manager,
customers, engineers and surveyors.
1. Customer Information
Contact customers and gather all information required to prepare their patio or shed application.

• Owner details and site address
• Property and project details
• Proposed patio or shed location
• Dimensions and boundary setbacks
• Existing structures
• Owner-supplied plans and site photographs
• Certificates and property documents
• Additional information requested by the engineer, surveyor or Operations Manager
• Follow up customers promptly when information is missing or incomplete.

2. BA1 & BA2 Applications
Assist with the preparation and completion of Western Australian BA1 and BA2 building approval forms and
associated documentation.

• Enter owner, applicant and property information
• Complete project descriptions
• Check required fields
• Identify missing information
• Organise supporting documentation
• Prepare applications for final review by the Operations Manager

3. Prepare Complete Application Packages
Turn information received from customers, engineers, surveyors and other sources into a complete and organised
application package.

• Packages may include BA1/BA2 documentation, site plans, owner-supplied plans, engineering, survey

information, property information, certificates, photographs, supporting documents and correspondence.
4. Plans & Drawings
Assist with basic plan preparation and checking, including reading building and site plans, scaling owner-supplied
drawings, measuring dimensions, identifying boundaries and existing buildings, checking setbacks, marking
proposed structures, checking dimensions between documents and marking up PDFs.

• Experience with PDF measuring/scaling software or basic CAD/drafting software is highly regarded.

5. Property Research
Use Western Australian property and mapping resources such as Landgate GeoHub, Intramaps and relevant
council mapping systems.

• Research may include property dimensions, lot and plan details, boundaries, property area, existing buildings,

aerial imagery, approximate setbacks and other information required for application preparation.

• Training will be provided on our preferred processes.

6. Engineer & Surveyor Liaison
Assist the Operations Manager with coordination between customers, engineers and surveyors.

• Send project information
• Request required documentation
• Respond to requests for additional information
• Follow up outstanding work
• Receive and organise engineering and surveying documents
• Keep the Operations Manager informed of outstanding items

7. Customer Follow-Up
Ensure applications continue moving forward by contacting customers when information is missing and clearly
explaining what is required.

• You must be comfortable communicating professionally by email , telephone, online messaging and video

meetings when required. Excellent spoken and written English is essential.
8. Application Tracking
Maintain accurate records of each project's current stage, information received, information outstanding, who needs
to provide it, last follow-up date, next action and issues requiring Operations Manager attention.

• Workflow: New Project -> Information Required -> Customer Follow-Up -> Property Research ->

Survey/Engineering -> Application Preparation -> Operations Manager Review -> Ready for Lodgement
Ideal Candidate
We are particularly interested in candidates who have previously worked for an Australian builder, building approval
company, drafting company, engineering company, surveying company, architectural practice, construction
company, property/development company or local government/council.
Previous experience with Western Australian building applications or approvals would be a major advantage.
Skills We Are Looking For

• Excellent written and spoken English
• Exceptional attention to detail and organisation
• Ability to read building/site plans
• Ability to work with and scale PDF documents
• Basic plan measurement ability
• Good property research skills
• Professional customer communication
• Ability to follow procedures and checklists
• Ability to manage multiple applications
• Strong computer skills and reliable internet
• Ability to work independently and meet deadlines
• Experience with CAD, PDF measurement software, CRM systems, Google Workspace, Microsoft Office,

GeoHub, Intramaps or similar systems is highly regarded.
What Success Looks Like
Receive Project -> Review Information -> Identify Missing Information -> Contact Customer ->
Research Property -> Review/Scale Plans -> Coordinate Surveyor/Engineer -> Complete BA
Documentation -> Assemble Application -> Quality Check -> Submit to Operations Manager
The Operations Manager can then concentrate on technical decisions, final checking and application management
rather than chasing documents and completing routine administration.
Daily Reporting

• Applications worked on and completed
• Customers contacted
• Information received and outstanding
• Engineer/surveyor follow-ups
• Problems requiring attention
• Priorities for the following day

How to Apply
Please provide:

• A brief introduction
• Your experience with construction, building approvals, drafting, engineering, surveying or property administration
• Your experience reading and scaling plans
• Any experience with Australian builders or councils
• Any experience preparing building applications
• Software and systems you have used
• Confirmation that you can work 10:00am-1:00pm AWST/WST, Monday-Friday
• Confirmation that you accept AUD $15.00 per hour for 15 hours per week
• Details of your computer and internet setup

Please start your application with the words "WA APPROVALS" so we know you have read the complete job
description.
Position Summary

• Position: Approvals & Applications Virtual Assistant
• Company: Patio & Shed Kits WA
• Reports To: Operations Manager
• Hours: 15 hours per week
• Schedule: Monday-Friday, 10:00am-1:00pm WST/AWST
• Rate: AUD $15.00 per hour
• Weekly Pay: AUD $225 for 15 hours
• Location: Remote
• Employment: Ongoing for the right candidate

Primary Objective
Take the administrative workload of patio and shed applications away from the Operations Manager
by gathering, researching, preparing, checking and organising everything required so that each
application reaches the Operations Manager as a complete, well-prepared file ready for final review.