Estimating & Project Administration Assistant (ZR_27462_JOB)

Job Description

This is a remote position.

Schedule : Monday to Friday, 8 : 00 AM – 5 : 00 PM Brisbane Time (1-hour unpaid break)

Job Summary

We are seeking a proactive and detail-driven Estimating Administration Assistant to provide dedicated support to our Estimating Team. This role is central to our bid preparation process, managing critical steps from initial tender issuance to final submission. The successful candidate will be responsible for preparing tender documentation, coordinating with suppliers and subcontractors, and maintaining accurate estimating records to ensure all bids are submitted accurately, completely, and on time.

Key Responsibilities

Tender Preparation & Coordination :

Prepare, format, and issue tender documentation to suppliers and subcontractors.

Track and diligently follow up on quotations to ensure timely responses from all parties.

Assist with the distribution of tender clarifications, addenda, and all related correspondence.

Prepare and compile final tender submission packs, ensuring strict compliance with client requirements and company standards.

The position includes a basic administrative role focused on day-to-day tasks such as data entry, filing, and providing general support to the senior team.

Data & Database Management :

Maintain and update the central estimating database, cost libraries, and supplier / subcontractor contact lists.

Accurately collate, review, and file all incoming quotes and proposals in their corresponding job folders.

Assist with data entry of pricing, labour, and material information into estimating software and spreadsheets.

Maintain a perfectly organized digital filing system for all estimating records within our CRM / ERP system.

Estimator Support :

Support estimators by gathering and collating project drawings, specifications, and all supporting documents.

Assist in producing clear reports on bid progress, outstanding items, and critical deadlines.

Provide general administrative support to the estimating team as required.

Qualifications & Experience

• Previous experience in administration, tender coordination, or estimating support is highly desirable.
• Exceptional attention to detail, with superb organizational and time management skills.
• High proficiency in the Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills, with the ability to liaise professionally with suppliers, subcontractors, and clients.
• Proven ability to prioritise tasks and meet strict deadlines in a fast-paced environment.
• A proactive, reliable, and resourceful approach to work, with the ability to function both independently and as part of a team.

Independent Contractor Perks

ZR_27462_JOB

Requirements