National Maintenance Estimator & Invoicing Officer

National Maintenance Estimator & Invoicing Officer

📍 Remote (Philippines) | Full-time Contractor

The Role

Own and drive the national maintenance estimating and invoicing engine.

This is a high-volume, fast-paced role where you will take responsibility for turning work into revenue, from pricing jobs through to issuing invoices.

You won’t just process tasks. You will keep work moving, follow things up, and make sure nothing falls through the cracks.

This role suits someone who thrives on volume, takes ownership, and pushes work forward without being asked.

🔥 Workload & Pace

High-volume role with tight turnaround times

Managing multiple jobs, estimates, and invoices at once

Requires strong organisation and ability to perform under pressure

You will be expected to keep things moving, even when others are slow to respond

Key Responsibilities:

🔧 Estimating & Commercial Ownership:

Be involved in setting up and implementing a new estimating system in Netsuite

Own the end-to-end estimating process for national maintenance work

Prepare accurate quotes covering labour, materials, freight, and scope

Manage multiple estimates at once with speed and accuracy

Follow up on missing information to keep quotes progressing

💼 Invoicing & Revenue Control:

Own the full invoicing cycle from completed work to issued invoice

Ensure invoices are accurate, complete, and issued on time

Track job completion vs invoicing to prevent revenue leakage

Take responsibility for ensuring all completed work is invoiced

🔄 Workflow Ownership & Follow-Up:

Keep jobs moving across teams (operations, finance, sales)

Actively chase information and close gaps

Escalate issues early when something doesn’t make sense

Ensure nothing is left sitting or forgotten

📊 Systems & Process Improvement:

Maintain clean, accurate records in CRM and ERP systems

Support and improve use of NetSuite / NextService

Identify recurring issues and improve how work is tracked and processed

Build simple systems (trackers, checklists) to manage workload effectively

What You’ll Bring:

Experience in estimating, invoicing, or cost control (construction, maintenance, or services preferred)

High attention to detail with the ability to work quickly and accurately

Strong ownership mindset, you take responsibility and finish what you start

Comfortable handling large workloads and competing priorities

Proactive communicator who follows up and closes loops

Ability to work independently without needing constant direction

Technical Skills:

Microsoft Office (Excel, Word, Outlook) - A given

ERP: NetSuite / NextService (preferred) - A must have

CRM: Pipedrive (or similar) - This helps

What Success Looks Like

Estimates delivered quickly, accurately, and consistently

Invoices issued on time with minimal errors

No missed or delayed revenue due to process gaps

High volume of jobs processed without loss of control

Systems and records are clean, structured, and reliable

Issues are identified and resolved early, not after the fact

📈 Performance Measures

Turnaround time on estimates and invoices

Accuracy of estimates and billing

Number of jobs processed per week

Reduction in missed or delayed invoices

Why Join Us

We run an all staff profit share after the first 6 months is successfully completed

Remote role with real ownership of a critical business function

Direct impact on revenue and business performance

Opportunity to improve systems and how work gets done

Fast-paced environment with no bureaucracy

Be part of building a scalable national maintenance operation

Final note - This matters!

If you are someone who waits for instructions, this role will not suit you.

If you take ownership, follow things up, and make sure work gets done, you will do very well here.