Remote Admin & Estimating Coordinator (Virtual Assistant) - AU Client

Position Overview

We are seeking a highly organised and detail-oriented Remote Admin & Estimating Coordinator (Virtual Assistant) to support our Australian cabinet making business. This role combines administrative support, estimating coordination, data management, and customer communication to ensure smooth project delivery from quotation through to production.

The successful candidate will work closely with the business owner, and production team to prepare estimates, manage documentation, maintain records, and provide general administrative support.

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Key Responsibilities

Administrative Support

Manage emails, calendars, and business correspondence.

Create and maintain project files and documentation.

Prepare reports, spreadsheets, and administrative documents.

Data entry and database management.

Schedule meetings and project-related appointments.

Maintain supplier and customer records.

Assist with document control and filing systems.

Support general business administration tasks as directed.

Estimating & Quotation Support

Assist with preparing and coordinating cabinet-making estimates and quotations.

Receive, organise, and review project documentation including plans, drawings, and specifications.

Enter project information into estimating systems and spreadsheets.

Prepare material take-off data and quantity schedules where required.

Follow up pending quotations and maintain quote registers.

Update estimating records and ensure accurate project documentation.

Liaise with clients, suppliers, and internal stakeholders regarding quotation requirements.

Support project costing and pricing activities.

Accounts & Financial Administration

Assist with invoice processing and document management.

Maintain accurate records in Xero.

Reconcile and update financial data as required.

Prepare basic financial and operational reports.

Track purchase orders and supplier invoices.

Reporting & Coordination

Maintain project trackers and workflow reports.

Monitor deadlines and follow up outstanding tasks.

Generate weekly administrative and estimating reports.

Coordinate communication between office, suppliers, and clients.

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Software & Tools

Essential

Microsoft Excel (Intermediate level)

Xero

Microsoft Office Suite (Word, Outlook)

Google Workspace

Cloud-based file management systems

Advantageous but Not Essential

Mozaik CNC Software

Cabinet Making or Joinery Industry Software

CRM Systems

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Minimum Required Skills

Technical Skills

Minimum 2 years experience in administrative support, estimating coordination, or virtual assistant roles.

Strong Microsoft Excel skills including:

Formulas

Data entry

Sorting and filtering

Basic reporting

Experience using Xero.

Excellent data entry accuracy and attention to detail.

Ability to manage multiple projects and deadlines simultaneously.

Communication Skills

Excellent written and verbal English communication.

Professional email and phone etiquette.

Ability to communicate effectively with Australian-based clients and suppliers.

Organisational Skills

Strong time management skills.

Ability to work independently with minimal supervision.

High level of attention to detail.

Strong problem-solving capability.

Ability to maintain confidentiality and professionalism.

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Preferred Experience

Previous experience working with Australian businesses.

Experience in cabinet making, joinery, furniture manufacturing, construction, or trades administration.

Exposure to estimating or quantity take-off processes.

Understanding of cabinetry terminology, materials, and manufacturing processes.

Experience supporting project-based businesses.

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Key Performance Indicators (KPIs)

Accuracy of quotation and estimating data.

Timely completion of administrative tasks.

Quality of documentation and records management.

Responsiveness to client and supplier communications.

Accuracy of data entry and reporting.

Meeting project and administration deadlines.

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Ideal Candidate

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