Executive Assistant

Executive Assistant VBS NSW Pty Ltd | Newcastle

This full-time, onsite position offers a salary of $75,000 – $85,000 per year.

VBS NSW Pty Ltd is a boutique building certification company focused on delivering compliant outcomes for residential, tenancy, shop fit out, and commercial clients. We operate in a fast-paced, compliance-driven environment.

We are seeking a capable and detail-oriented Executive Assistant with experience supporting Building Certifiers to join our small, high-performing team in Newcastle. This role will provide administrative support to our Building Certifiers and Directors, ensuring smooth and on-schedule project progression.

Key Responsibilities:

• Coordinate and maintain accurate client records, trackers, and internal databases.
• Prepare and manage quotes, project files, and documentation according to company protocols.
• Liaise with Certifiers to prepare DA matrices, BCA comments, and compliance documentation.
• Manage online portal applications, inspections, and certificate lodgements (OC, CC, CDC).
• Support Directors with administrative tasks, marketing data updates, and invoicing requests.
• Assist with general office duties including stationery management, outgoing post, and OH&S compliance.

Requirements:

• Previous experience in building certification or a similar regulatory/admin coordination role.
• A high level of accuracy, organisation, and initiative.
• Demonstrated ability to complete tasks and strong communication skills.
• Comfortable working across multiple systems, portals, and digital project files.
• Familiarity with industry terms such as BCA, DA, CC/CDC, and portal lodgements.
• Ability to manage priorities, communicate effectively, and support a small, busy team.

Hours: Monday to Friday, 7.6 hours per day.

An immediate start is preferred.

About Ventura Building Surveyors: Ventura Building Surveyors leads in certification services across NSW, ACT, VIC, and QLD, combining compliance with integrity to deliver an uncomplicated certification experience. Our values include communication, trustworthiness, happiness, respect, compassion, and empathy. We are a small, agile firm that values clear communication, quality outcomes, and teamwork. This role offers variety, autonomy, and the opportunity to be part of a professional, down-to-earth team.

For more information or a confidential discussion, please email inf•@purpleandteal.com.au.