Planning & Permits Team Leader - Major Home Building Company

Posted 16 April 2024
DisciplineConstruction, Engineering & Rail

Job description

The Company:

One of Victoria's biggest home-building companies that span across several property-related businesses. With operations across Melbourne and regional Victoria, their mission is to be the leader in Victoria’s home-building industry by championing innovations, setting a higher quality standard in building homes, and placing their valued clients at the heart of everything they do.

Purpose of the Position:

Responsible and accountable for the performance of Planning & Permit delivery including client reporting. This role is instrumental in driving efficiency gains and continuous improvement within a professional team which delivers developments at budgeted cost, on time and at the required quality.

Key Responsibilities of the Role:

• Develop and maintain a good working environment where honesty, openness and support for each other are demonstrated.
• Assist in setting the direction for the team and ensure staff work together to achieve department and company objectives
• Conduct and contribute constructively and positively to team meetings and internal training sessions.
• Help optimise team results/output.
• Actively encourage, support and mentor all members of the team
• Provide the motivation to focus the team to achieve objectives
• Help optimise individual results/output.

People Management
• Act as the “role model” for staff in your team by setting the example of appropriate behaviour;
• Set the direction for your team and ensure your staff work together to achieve company objectives;
• Provide the sense of urgency to "get the job done" in accordance with customer expectations; and
• Ensure your people care about the impact and quality of their activities on the customer.
• Ensure the department is appropriately staffed, in conjunction with the operation manager, to complete the budgeted volume of outputs.
• Ensure all permits staff are appropriately qualified and experienced to complete the permits responsibilities.
• Undertake all aspects of performance management with your team in conjunction with your Manager including:
▪ each person has an up to date Position Description approved by the Operation manager
▪ performance of each of your staff is evaluated against KPI’s to be set
▪ constructive feedback is provided to each team member regarding their performance on a monthly basis
▪ identify training needs for each team member, and arrange for this to be provided
▪ make recommendations to the Manager regarding the development of team members such as training, counselling, promotion.

1A. Planning/Permits - General
• Assessments for regulatory, planning and developer compliance, including but not limited to siting, zoning, MCP and covenant compliance
• Coordinate/Manage Planning & Building Permit tasks and associated documents with the goal of achieving timely approval
• Responsible for driving projects through each department/external contractor for a timely ACC/Site Start as poer designated program/deadline
• Coordinate/Manage external contractors to achieve optimum outcome a time efficiency
• Ability to diverse between Presite & Onsite tasks as required and directed by Management.
• Ability to complete ad hoc tasks as required and directed by Management.
• Prepare and write reports / project timelines – as requested
• Complete detailed tracking sheets to identify timelines and actions within each project
• Prepare and manage Request for Information (RFI’s) documents;
• Prepare and manage Extension of Time (EOT) claims;
• Prepare and manage variations;
• Prepare and manage project claims preside and onsite (where required)
• Early Works Agreement (EWA) management

2. Customer/PM Management
• Manage an industry best practice Customer Management system which focuses on proactively managing the customer relationship for all the companies customers from sales accept, contract signing and ongoing relationship management until job is provided to PCC team for onsite
• Ensure that we maintain the highest standard of customer service with every interaction we have with the customer ensuring that all customers are left with an impression that the team is highly organized, competent, trustworthy and reliable and that they are a valuable customer to our business (refer KPI’s)
• Manage a communications process which ensures that all customers receive regular, consistent, informative written and verbal communication to ensure that they are at all times abreast of the status of their project and eliminate any uncertainty or confusion
• Ensure communications are consistent and in accordance with agreed the companies standards
• Manage any incoming calls system which accurately records communications with all customers and ensures appropriate actions are taken within an acceptable timeframe
• Contribute to the development, implementation and management of the the companies complaints process which ensures customer issues are listened to, issues are accurately recorded; are acted upon promptly, fairly and efficiently; and action taken is documented – and the process is communicated to all customers to ensure they clearly understand the initial point of contact, timeframe to expect a response and arrangements for escalation of complaints where appropriate
• Ensure that our customers are treated with respect and their queries/ concerns are addressed with a sense of urgency.
• Ensure there is a thorough knowledge of the companies products, services and processes to deal confidently with customers.
• Communication is attended to within a 24hr timeframe

3. Workflow Management – Planning & Permits Coordination
• Maintain a detailed understanding of the companies job workflow, specifications/contract and job details and ensure customers are kept abreast of any changes
• Accurately assess documentation and ensure all ClickHome pre-construction tasks are forecasted and actioned and essential notes included in a timely and precise manner
• Ensure the forecast of all Town Planning and Permits and ACC’s is achieved
• Monitor production progress to ensure that forecast dates are met for each activity
• Identify impediments to achieving production targets and determine appropriate solutions
• Ensure key stakeholders (with sales, production & building team) are aware of key forecast dates
• Weekly workflow meetings are attended with management to review all jobs in each area within the region to identify anomalies, reasons for jobs not progressing according to agreed time frames and determine remedial action to remove the impediment.
• Establish budgets and manage expenditure on internal and external resources within agreed budgets
• Manage Town Planning and Building Permit applications through to Authority to Commence On-site.
• Manage projects in line with the Company’s project management methodology
• Participate in and assist permit teams to ensure Business objectives are achieved within quality, cost and time objectives
• Ensure the positive involvement of staff as well as the effective transition to new processes through the use of change management methodologies

4. Reporting
• Complete all required reports on a regular basis as required contractually, and liaise directly with all stakeholders
• Ensure Reports and sent ontime and accurate and followed up with PM Workflow meeting
• Generate and report to team performance against determined KPI’s
• Monitor ClickHomes reports and tasks to ensure that necessary information is entered and accurately maintained
• Weekly and monthly forecast and updates of PC’s, Contracts & ACC’s
• Weekly management reporting including:
o Strategies implemented to achieve industry best practice
o Development & maintenance of systems and procedures
o Customer complaints management
o Resource management

5. Quality
• Ensure effective quality control measures are in place and followed to ensure the following:
o Siting & design solutions conform to regulations and meet customer expectations
o Confirm that the accepted Contract reflects customer requirements completely
o Cross checking of estimates and drawings
o Accuracy and clarity of drawings and estimates
o Prompt solutions are implemented to prevent jobs from progressing
o All PM/customer enquiries are addressed within specified timeframes
o All administrative tasks are completed within specified timeframes
o Accurate interpretation of contracts and variation documents
o Appropriate customer involvement wherever necessary
o "On the spot" amendments to secure the customer's acceptance of work presented
• Prevent errors or omissions in files sent to the construction team and ensure any errors are addressed within 24 hours of request
• Ensure all Customer Support staff maintain accurate customer files with relevant contract variations and other required documentation and information, to ensure efficient workflow

Role Requirements:
  • A demonstrable / extensive knowledge of building and planning regulations – particularly in identifying and addressing pre-site design, drafting, and construction issues associated with the complexities of infill construction sites.
  • 5+ years experience in the residential home building industry
  • 2+ years experience in Town Planning / Building Permit departments/applications
  • Team Leader in a volume residential space
  • Clickhome or Similar software knowledge preferable
  • Proficient in Microsoft Project MPP preferable and Sharepoint
  • Proficient in Microsoft Office programs including: Word, Excel, Powerpoint and Outlook
  • Working knowledge of the following processes: Sales, Workflow, Drafting, Estimating (Sales and Production), Contracts Administration and Construction
The key benefits for you!
  • Exceptional company culture which fosters support, teamwork, collaboration and friendly working environment
  • Market-leading and highly competitive salary package on offer 
  • Opportunity for long-term growth and progression into a Customer Service Team Leader role, Customer Service Manager and Operations Management position
  • Long-term career role
  • A friendly and supportive workplace where your results, performance and contribution will be recognised and rewarded
  • Opportunities for professional development and continued internal and external training
  • A healthy work/life balance
  • Generous housing discounts on the company's award-winning homes
  • Working within a very supportive and collaborative team environment from office through to site. 
  • On-Site Parking (plenty of parking!)
  • WFH is available up to 2 days per week
How to Apply?

Via the Seek Website: Submit your updated resume using the 'Apply for this job' button at the top of this page and continue to follow the on-screen instructions. 

Via Smartphone/Seek App: Submit your updated resume using the "Quick Apply" button at the bottom of your telephone screen and follow the on-screen instructions. 

All applications will be kept in the strictest confidence and will not be forwarded as an application to our client without your prior approval first. 

To be considered for this full-time position, you MUST be eligible to work in Australia with no work restrictions.

Respectfully, please be advised that only shortlisted candidates will be contacted.