Job Highlights

Contract: Independent Contractor
Schedule: 9am to 6pm Sydney

About the Role
Are you a highly organized and proactive admin professional who loves keeping things moving and closing loops? We’re looking for a Sales & Project Administrator to support the business owner by managing day-to-day pre-contract administration, the sales pipeline, and quoting follow-ups. This is not an estimating or pricing role. Instead, you’ll keep jobs progressing by managing CRM data, coordinating quote requests, tracking client selections, and preparing simple estimating support materials — allowing the owner to stay focused on higher-value work. If you enjoy juggling multiple priorities, following up to get things done, and building smooth, repeatable workflows, this role will suit you well.

What You’ll Do

• Maintain a clear, up-to-date register of all pre-contract jobs and sales opportunities
• Manage the sales pipeline, tracking next steps, deadlines, and follow-ups to keep opportunities moving
• Monitor and review the owner’s sent and inbox emails for quote requests sent and responses received:
• Track all quote requests in a central register
• Follow up with suppliers and subcontractors on outstanding responses
• Over time, progressively take ownership of issuing quote requests once scope requirements are clear
• Prepare basic estimating support inputs, such as simple take-offs, structured notes, and reference summaries to support pricing decisions
• Track client selections and Schedule of Finishes using Programa (or similar tools) to avoid delays and rework
• Maintain strong CRM data hygiene in Smarter CRM by tagging contacts, updating statuses, and archiving non-clients
• Document key workflows, create templates, and build simple SOPs to improve consistency and efficiency
• Communicate clearly and professionally via email with suppliers, clients, and internal stakeholders
  
  

What Success Looks Like

• A clean, well-organized pipeline showing all active jobs and clear next actions
• Quote requests tracked end-to-end without the owner needing to chase or prompt
• Estimating support inputs delivered clearly and ready for quick review
• Client selections and finishes tracked accurately, preventing bottlenecks
• CRM that is accurate, organized, and easy to navigate
• Standardized workflows and templates that reduce errors and reliance on memory
  
  

What We’re Looking For

• Strong organizational skills and high attention to detail
• Comfortable reviewing plans at a basic level and creating structured lists or simple take-offs
• Confident following up via email (and phone when required) to get responses
• Able to work independently, with good judgment on when to escalate
• Experience using CRM systems or a willingness to learn Smarter CRM
• Clear written communication and professional email etiquette
• A system-minded, proactive approach to improving processes

Nice to Have (But Not Essential)

• Exposure to Australian residential construction or related industries
• Familiarity with Programa or other client selection / Schedule of Finishes platforms

Who This Role Is NOT For

● Those wanting to be full estimators or take ownership of final pricing decisions

● People uncomfortable with administrative follow-up and tracking tasks

● Candidates expecting a marketing, content creation, or sales closing role

Tools You’ll Use

● Smarter CRM for pipeline and contact management

● Wunderbuild (or similar) for client selections and document sharing

● Microsoft 365 for email and productivity

Reporting & Work Style

● Report directly to the business owner

● Work independently day-to-day with a clear process for escalation

● Strong ownership of your tasks and follow-through

Independent Contractor Perks

• Health Insurance Coverage
• Permanent work from home
• Immediate hiring

 

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Job ID: 47619146266