Operations & Estimation Assistant

Apply here: https://recruitcrm.io/apply/17881502340740066047xwd

Job Brief

We are seeking a highly meticulous and proactive Operations & Estimation Assistant to assist with end-to-end quotation preparation, trade coordination, and project administration.

The successful candidate will act as the operational link between site inspections and project execution, transforming site measurements and project information into accurate commercial quotes. Working closely with suppliers, installers, repairers, and freight providers, you will help ensure materials are sourced competitively, projects are accurately costed, and jobs progress efficiently from quotation through to delivery.

Responsibilities

• Quotation Management: Review site inspection information, dimensions, and project requirements to prepare accurate client quotations using Xero and Monday.com.

• Trade Network Liaison: Communicate professionally with suppliers, trade repairers, installers, and other contractors via phone and email to obtain pricing, confirm requirements, and negotiate trade rates where appropriate.

• Supplier Coordination: Source materials and services from relevant suppliers while comparing pricing, availability, and delivery requirements.

• Logistics Coordination: Organise freight, material transportation, and delivery schedules to ensure required components reach site efficiently and within approved budgets.

• Project Workflow Management: Maintain project workflows within Monday.com, ensuring job statuses, supplier quotes, costings, and outstanding actions remain accurate and up to date.

• Financial Administration: Enter, review, and cross-reference project financial information within Xero, ensuring records align with approved scopes and quotations.

• Costing & Data Verification: Review measurements, specifications, quantities, and supplier pricing to ensure all commercial calculations are accurate before quotes are issued.

• Job Tracking: Monitor active projects and follow up on outstanding supplier, installer, freight, and internal requirements to keep jobs moving.

• Stakeholder Communication: Maintain clear and timely communication with Australian suppliers, contractors, installers, and internal stakeholders throughout the project lifecycle.

• Problem Resolution: Proactively identify and resolve issues relating to pricing, materials, supplier availability, freight, or project requirements.

Requirements

• Proven experience in quotation preparation, estimating, project coordination, or operational administration within a trade, logistics, construction, or industrial services environment.

• Strong ability to interpret site measurements, dimensions, specifications, and material requirements.

• Experience preparing quotes or costings with a high level of numerical accuracy.

• Excellent written and spoken English communication skills aligned with Australian professional standards.

• Confident telephone manner with the ability to liaise professionally with Australian suppliers, trades, and contractors.

• Strong organisational and time management skills, with the ability to manage multiple active jobs and competing deadlines.

• High attention to detail when reviewing measurements, pricing, specifications, and project information.

• Strong problem-solving skills with the ability to independently investigate and resolve operational issues.

• Experience working with cloud-based project management, accounting, or workflow systems.

• Ability to work autonomously while maintaining clear communication with Australian stakeholders.

Software Proficiency

• Accounting Software – Xero

• Project Management & Workflow – Monday.com

• Data & Reporting – Microsoft Excel

• Productivity Tools – Microsoft Office 365

Education

• Bachelor's Degree in Industrial Engineering, Business Administration, Supply Chain Management, Construction Management, or a related field.

• A relevant Vocational Diploma or Short Course Certificate in Technical Operations, Estimating, Project Administration, or a related discipline will also be considered.

Personal Attributes

• Proactive and confident communicator who is comfortable picking up the phone and following up with suppliers and trade partners.

• Highly methodical and organised, with a systematic approach to project data, quotations, costings, and job tracking.

• Commercially minded with a strong focus on pricing accuracy and cost control.

• Detail-oriented and thorough, particularly when working with measurements, specifications, and financial information.

• Resourceful and solutions-focused when dealing with supplier, logistics, and project challenges.

• Adaptable and comfortable supporting a range of operational and administrative requirements.

• Reliable and accountable, taking ownership of assigned tasks and following them through to completion.

• Professional and ethical, with a strong commitment to accuracy, confidentiality, and business standards.

Time Zone: Australian Business Hours

Applicant Location: Must be located in the Philippines

About Outdesk

At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff.

Employee Benefits

• Paid Leave

• 13th Month Pay

• SSS

• Philhealth

• Pag-Ibig

• BIR

• HMO