(REMOTE) Estimation & Operations Assistant

Role Overview

This role supports a dynamic trade services company with 40+ field-based staff and a growing administrative function. The business operates across multiple active project sites and processes a high volume of estimating requests each year — often in excess of 800 quotes annually. The organisation is currently onboarding new field management and scheduling software and is embedding AI-assisted tools into its estimating and operations workflows.

Key Areas of Responsibility:

1. Estimation Support

• Review incoming client Bill of Quantities (BOQ) documents and scope of works requests.
• Use AI tools (primarily Claude) to assist in generating structured draft estimates based on established templates and patterns.
• Perform a manual review of AI-generated estimates to verify completeness, scope coverage, and accuracy before presenting to the estimating lead.
• Flag items requiring human judgement, missing information, or scope ambiguities.
• Run secondary AI-assisted checks to confirm estimates align with client-specified requirements.
• Help increase the volume and turnaround speed of quotes processed each week.

2. Software Onboarding & Platform Administration

• Support the onboarding of the business onto a new field management platform, including data entry, configuration, and staff setup.
• Become the internal go-to resource for day-to-day platform queries and administration tasks.
• Action operational requests from field staff via phone, text, or team messaging (e.g., Slack) — including crew reallocation, job updates, and schedule adjustments.
• Liaise with platform support when required to resolve issues or access new features.

3. People & Operations Data Administration

• Maintain and update a people management dashboard including staff profiles, qualifications, licences, and certifications.
• Upload and manage records in the plant and equipment register, including service schedules, registrations, and compliance tracking.
• Assist with preparation of job descriptions and recruitment screening materials.
• Support the onboarding workflow verification process for new field staff

4. General Operations Support

• Provide general administrative support to the operations consultant and management team.
• Identify and report software bugs, workflow friction points, and feature improvement opportunities.
• Assist with payroll-related data entry and MYOB administration as required.
• Adapt to evolving business needs as new systems and processes are introduced.

Required Skills & Experience

The following are non-negotiable requirements for this role:

• Demonstrated proficiency in AI context prompting — the ability to craft precise, structured prompts that produce reliable, high-quality outputs. Understanding the difference between basic prompting and expert-level context prompting is essential.
• Strong written and verbal communication skills in English.
• High attention to detail and a methodical approach to data review and verification.
• Ability to work full-time during Australian Eastern Standard Time (AEST) business hours, including early morning availability where required.
• Proven experience in an administrative, operations coordination, or project support role.
• Self-directed work ethic — able to manage tasks independently and escalate appropriately.

Desirable Skills & Experience

The following are advantageous but not essential — candidates will be assessed on overall fit:

• Experience working with or for a construction, civil, or trade services business (in an office or coordination capacity).
• Familiarity with field management or project scheduling software (e.g., Simpro, Fergus, Procore, or similar).
• Experience with Neo Intelligence platform (highly regarded but not expected).
• Experience working with AI agents or having built or used custom AI workflow tools.
• MYOB experience — payroll processing, accounts payable/receivable, or general ledger familiarity.
• Exposure to takeoff, BOQ reading, or estimating processes in a trade or construction context.
• Experience using team communication tools such as Slack.
• Background in project coordination, document control, or scheduling support roles.