Technical Administrative Assistant - Building Department

About the role

This is a Technical Administrative Assistant position within the Building Department (City Planning, Safety and Amenity directorate) in Greensborough, Victoria. Classified at Band 4 local government level, the role reports directly to the Municipal Building Surveyor and provides end-to-end administrative and coordination support to the Building Permits and Inspections (BPI) team. It acts as the operational backbone for building surveyors and enforcement officers, keeping inquiries, paperwork, investigations and customer interactions running smoothly.

Key responsibilities

• Support the Building Enforcement Officer by liaising with residents and complainants, and maintain digital and physical registers for building complaints and investigations.
• Draft formal incoming and outgoing correspondence on enforcement actions and coordinate the inspection calendar for site investigations.
• Act as a key point of contact for telephone and front-counter building inquiries from residents, builders and external agencies, and monitor and triage the team inbox, redirecting inquiries to the right technical officers.
• Handle complaints and difficult callers with diplomacy, empathy and professional de-escalation.
• Process statutory building applications and keep electronic and physical filing systems clean.
• Compile data for monthly statistical reports on investigation actions and assist with the council's digitisation of building services.
• Resolve routine administrative tasks within established procedures, escalating non-routine or complex matters to the Municipal Building Surveyor and technical officers.