Position Description
Job title: Operations & Quoting Administrator
Schedule: Part-Time (20 hours per week, Australian business hours)
Company Description:
The business operates across dual specialist trade sectors: custom blinds supply/installation and residential property maintenance (partnered with leading real estate agencies). With strong commercial volume and an exceptional win rate, the company focuses on high-quality workmanship, prompt customer turnaround, and accurate job delivery.
Role Overview:
The Operations & Quoting Administrator will serve as the operational backbone for the business. Working directly with the business owner, this role handles day-to-day administrative coordination, taking raw onsite hand-measurements and job notes to build supplier quotes, inputting data across wholesale supplier portals, managing job scheduling/calendars, liaising via text/email with real estate property managers and tenants, and helping implement and drive HubSpot CRM.
Primary Tasks:
- Blind Quoting & Order Processing: Review scanned daily site sheets, hand-drawn measurements, fabric selections, and sun-protection specifications; enter dimensions and parameters into wholesale supplier digital portals; extract wholesale figures into Excel calculation templates, apply retail margin markups, and generate client-facing quotes.
- Supplier Order Placement: Once client quotes are approved, submit final production orders via supplier trade portals and monitor fabrication lead times.
- Maintenance Job Costing: Prepare initial quote drafts for property maintenance tasks (e.g., mould remediation, minor repairs) using existing pricing templates, matching square meterage and estimated time allocations for owner review.
- Calendar & Job Scheduling: Coordinate trade calendars, route jobs logically, and book site inspections.
- Tenant & Customer Liaison: Coordinate job bookings and access arrangements with residential tenants and real estate agency contacts primarily via email and SMS.
- CRM & System Management: Input leads, job stages, and customer details into HubSpot CRM; maintain clean customer records and workflow stages.
- Invoice daily for jobs completed
Additional Tasks
- Manage social media content for the business, both facebook and instagram
Required Experience:
- 2+ years of experience in trade administration, construction administration, estimating support, or order processing.
- Direct experience handling quoting matrices, dimension-based supplier entry (e.g., window furnishings, cabinetry, or trade materials), or technical product specifications.
- Demonstrated experience managing calendars, job work orders, and scheduling for field staff or trade contractors.
- Practical experience working inside a CRM platform (HubSpot preferred).
Required Education:
- Bachelor’s degree in Business Administration, Management, Commerce, or related discipline (or equivalent practical experience in trade administration).
Required Traits:
- Exceptional Numerical Accuracy & Attention to Detail: Meticulous entry of custom measurements (a millimetre or sizing discrepancy will ruin a custom blind build).
- Process-Driven Mindset: Comfortable managing high volumes of scanned notes and translating them systematically into spreadsheets and portals.
- Professional Written Communication: Clear, polite, and responsive communication skills via email and SMS with clients, tenants, and real estate partners.
- Proactivity & Initiative: Ability to independently manage calendars, flag anomalies, and optimize templates or software processes.
Required Software/Systems:
- Microsoft Excel / Google Sheets (Intermediate: formulas, margin calculation, template management)
- HubSpot CRM
- Web-based Wholesale Supplier Portals & Ordering Systems
- Google Workspace / Microsoft Outlook (Calendar, Email)
- SMS/Messaging platforms for tenant coordination
Pay: Php25,000.00 - Php35,000.00 per month
Application Question(s):
- Can you describe your hands-on experience preparing quotations, estimates, or cost calculations? Have you worked with measurements, pricing matrices, supplier rates, or markup calculations? Please provide a specific example of the type of quotations you have handled.
- This role requires reviewing handwritten measurements, site notes, and product specifications before entering the information into supplier portals and Excel templates. Have you performed similar tasks before? How do you ensure accuracy when working with measurements, dimensions, and numerical data?
- Have you previously worked in construction administration, property maintenance, trade services, window furnishings, or a similar industry? If yes, please describe your responsibilities, particularly your experience coordinating contractors, processing work orders, arranging site visits, and managing job schedules.
- Which of the following platforms have you used professionally, and how would you rate your proficiency in each?
Microsoft Excel / Google Sheets (formulas, calculations, and templates)
HubSpot CRM or other CRM platforms
Supplier portals / Online ordering systems
Google Workspace / Microsoft Outlook (Calendar and Email)
Please briefly describe how you have used these systems in your previous roles.
- You will be working directly with the business owner and managing several responsibilities simultaneously. Imagine you have several supplier quotes to prepare, an approved order to submit, contractor schedules to coordinate, and tenant enquiries waiting for a response. How would you prioritise these tasks and ensure nothing is overlooked?
Work Location: Remote
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