Job Description

Administration & Data Entry VA – NSW Certifier Support (Remote)

Remote | Full-Time | AU Hours | NSW Residential Experience Essential

OutsourcedIn is partnering with a NSW-based private certifier to hire an experienced Administration & Data Entry VA to support high-volume residential certification workflows.

This role requires hands-on experience within the NSW residential building certification industry Accuracy, compliance knowledge, and understanding of NSW approval processes are critical.

Proven NSW certifier / residential building experience is ESSENTIAL.

About the Role

You will provide administrative and data entry support to NSW residential certifiers and private PCA practices, ensuring files are accurate, organised, compliant, and audit-ready.

This is a high-volume, detail-focused role requiring strong familiarity with NSW certification terminology and processes.

Key Responsibilities

Data Entry & File Management (Primary Focus)

• Perform high-volume, high-accuracy data entry for:

  • Certification applications

  • Job registers and tracking logs

  • Inspection records and outcomes

• Create and maintain structured digital job files including:

  • CDC, CC, and OC documentation

  • Plans, reports, certificates, and compliance evidence

• Upload, name, and organise documents in line with NSW certifier standards

• Update application statuses, conditions, and inspection stages

• Maintain spreadsheets, CRMs, and certification systems with strict accuracy

• Conduct quality checks to ensure files are audit-ready

Administration Support

• Prepare standard forms, checklists, and document packs for certifier review

• Track outstanding documents and follow up with builders, designers, and consultants

• Schedule inspections and manage certifier calendars

• Assist with reporting, registers, and compliance tracking

Customer Service Support

• Respond to inbound calls and emails regarding:

  • Application status

  • Required documentation

  • Inspection bookings and timelines

• Provide professional responses using NSW certification terminology

• Escalate technical or compliance matters to the certifier when required

Mandatory Requirements

• Proven data entry experience within the NSW residential building or certification industry (ESSENTIAL)

• Direct experience supporting:

  • Private certifiers / PCA firms

  • NSW residential construction or approvals teams

• Strong understanding of:

  • CDC, DA, CC, and OC processes

  • NSW certification terminology and workflows

• Exceptional attention to detail and accuracy

• Fast and accurate typing and document handling skills

• Strong written and verbal English communication skills

• Ability to manage multiple applications simultaneously without errors