Job Overview

Our client is looking for a pivotal Construction Estimator & Project Coordinator to strengthen their estimating and project administration function. By taking ownership of estimating, procurement support, project timelines, CRM updates, and related administrative processes, this role 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.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM Sydney Time (40 work hours per week)

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, preferably within an Australian environment, with residential construction projects and construction documentation.
• Strong understanding of estimating, costing, quantity takeoffs, and project requirements, with the ability to interpret plans, drawings, specifications, and scopes of work.
• Experience obtaining and reviewing supplier/subcontractor quotations, managing timelines, follow-ups, purchase orders, and procurement requirements.
• Experience with CRM, project management, and accounting systems; Xero proficiency required and JackApp experience highly desirable.
• Exceptional organization, attention to detail, numerical and analytical skills, with the ability to manage multiple priorities independently and meet deadlines.
• Strong communication and problem-solving skills, with a proactive approach to identifying risks, gaps, and inconsistencies while maintaining discretion with project and financial information.

Additional Expectations

• Proactively identify and implement improvements across estimating, procurement, and project administration processes.
• Maintain accurate, consistent, and organized data and documentation across JackApp, CRM, Xero, and other systems.
• Take ownership of outstanding actions, follow-ups, and deadlines without waiting for instructions.
• Communicate potential estimating, procurement, timeline, or project issues early and adapt to changing business requirements and technologies.
• Contribute to standardized SOPs, workflows, and scalable systems that support business growth.

Independent Contractor Perks

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

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.