Role Scope

This role is pivotal in strengthening the company's estimating and project administration function. By taking ownership of estimating, procurement support, project timelines, CRM updates, and related administrative processes, the Estimator VA will help reduce the owner's day-to-day workload, improve project visibility, minimise estimating and procurement errors, and create more consistent processes as the business grows.

Key Responsibilities

Estimating & Costing

● Prepare accurate project estimates based on plans, drawings, specifications, scopes, and project requirements.

● Review construction documentation and identify required materials, trades, labour, and other project costs.

● Complete quantity takeoffs and detailed cost calculations.

● Obtain, review, and compare supplier and subcontractor quotations.

● Incorporate supplier and subcontractor pricing into project estimates.

● Identify scope gaps, assumptions, exclusions, pricing discrepancies, and potential cost risks.

● Update estimates when project requirements, drawings, pricing, or scope changes.

● Prepare clear cost summaries and pricing information for review.

● Ensure estimates are completed accurately and within agreed timelines.

Project Timeline & Coordination

● Maintain project timelines, milestones, and key dates.

● Track estimating, procurement, and project-related deadlines.

● Follow up outstanding information, quotations, approvals, and actions.

● Coordinate with suppliers, subcontractors, clients, and internal stakeholders as required.

● Identify potential delays or bottlenecks and raise them proactively.

● Keep project status and relevant information updated across required systems.

Purchase Orders & Procurement

● Prepare and manage purchase orders for materials, suppliers, trades, and subcontractors.

● Ensure purchase orders accurately reflect approved pricing, quantities, and project requirements.

● Obtain and follow up supplier pricing and availability.

● Track outstanding orders and procurement requirements.

● Maintain accurate procurement records and supporting documentation.

● Identify discrepancies between estimates, quotations, purchase orders, and supplier information.

CRM & Project Administration

● Maintain accurate client, lead, project, and job information in the CRM.

● Update project stages, statuses, notes, activities, and relevant documentation.

● Ensure project information is consistently recorded and easy to retrieve.

● Track follow-ups and outstanding actions.

● Maintain accurate records throughout the estimating and project lifecycle.

● Generate or support routine project reports where required.

Systems & Financial Administration

● Maintain accurate project information across JackApp, CRM, Xero, and other business systems.

● Use Xero to support relevant project and financial administration.

● Ensure information is entered accurately and consistently across systems.

● Assist with project-related financial records, supplier information, and documentation.

● Identify inconsistencies between systems and ensure information is kept current.

Process Improvement & SOPs

● Document recurring estimating, procurement, and project administration workflows.

● Create and maintain SOPs, checklists, templates, and process documentation.

● Identify repetitive tasks, bottlenecks, and opportunities for greater efficiency.

● Recommend practical improvements to current systems and workflows.

● Help establish consistent processes that can support future business growth.

● Maintain a searchable knowledge base for estimating and project-related information.

● Use AI tools where appropriate to improve productivity, documentation, and workflow efficiency.

Requirements

● Proven experience in construction estimating, ideally within an Australian construction environment.

● Experience with residential construction projects and construction documentation.

● Strong understanding of estimating, costing, quantity takeoffs, and project requirements.

● Ability to interpret plans, drawings, specifications, and scopes of work.

● Experience obtaining and reviewing supplier and subcontractor quotations.

● Experience managing project timelines, deadlines, and follow-ups.

● Experience preparing or managing purchase orders.

● Experience with CRM and project management systems.

● Proficiency with accounting software such as Xero.

● Experience with JackApp is highly desirable.

● Exceptional organizational skills and meticulous attention to detail.

● Strong numerical, analytical, and problem-solving abilities.

● Strong written and verbal communication skills.

● Ability to manage multiple projects and priorities effectively.

● Ability to work independently and consistently meet deadlines.

● Proactive approach to identifying issues, gaps, and potential risks.

● High level of discretion when handling project, client, supplier, and financial information.

Additional Expectations

● Proactively identify opportunities to improve estimating, procurement, and project administration processes.

● Maintain data accuracy and consistency across JackApp, CRM, Xero, and other digital platforms.

● Take ownership of outstanding actions and follow-ups rather than waiting for instructions.

● Communicate potential estimating, procurement, timeline, or project issues early.

● Adapt to evolving business requirements, systems, and technologies.

● Contribute to the development and standardization of SOPs and project workflows.

● Support the creation of a scalable estimating and project administration framework.

● Maintain clear and organised documentation so information can be easily accessed by the wider team.