Quoting & Administration Assistant (027 - 1365)

Looking for Philippines-based candidates

Job Role: Quoting & Administration Assistant

Compensation range: $850 AUD - $1,000 AUD / Monthly /

Engagement type: Independent Contractor Agreement

Work Schedule: This role is a part time role (20 hours per week). This role is expected to align with the AEST business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A family-owned stone fabrication and installation business based in Cairns, Far North Queensland, specializing in kitchen benchtops. We work with builders, cabinet makers and homeowners on residential, commercial and architecturally designed projects, using natural stone, porcelain and low-silica surfaces. We’re a small team of six, and you’ll work directly with one of the owners.

Role Overview:

We are looking for a highly organized and detail-oriented Quoting & Administration Assistant to support the day-to-day operations of a growing stone fabrication and installation business.

The primary focus of this role is preparing accurate quotes from cabinetry plans, maintaining job information in Fergus (our job management software), and coordinating administrative tasks once quotes are accepted.

We currently handle approximately 30–60 quote requests per week. You will assist with managing this workload using our established Excel estimating templates and job management processes.

You will also assist with preparing fabrication job cards, coordinating stone orders, tracking materials and following up on outstanding job information.

Accuracy is essential. Our work involves detailed measurements, material quantities and job costing, so we are looking for someone who is methodical, numerically confident and comfortable checking their work.

Experience reading cabinetry or construction plans would be highly regarded, but training will be provided. You will learn our existing systems, including Fergus, Excel pricing templates and AI-assisted tools used to interpret plans.

We are looking for someone who can become a reliable, long-term member of our administrative team and gradually take ownership of established processes as their knowledge and confidence develop.

Key Responsibilities:

• Review incoming emails and extract project plans, material and customer information to input into Fergus (job management program).
• Interpret cabinetry plans, enter the measurements and client-specified stone cost into our Excel pricing sheet, then enter the completed quote into Fergus with plans attached.
• Assist with preparing approximately 30–60 quotes per week, following established pricing procedures and checking all measurements, materials and quantities for accuracy before submitting quotes for approval.
• Input data from accepted job quotes into the fabrication job cards, ensuring all required information is complete and accurate.
• Coordinate stone orders, including checking the number of slabs required, preparing purchase orders for approval, tracking orders in Excel, organising freight pick-up, and updating job cards when stone arrives in our shed.
• Follow up on outstanding deposits and accepted quotes that have not yet been scheduled for installation.
• Identify missing or inconsistent job information and follow up with clients via email to obtain clarification before progressing the job.
• Provide general administrative support across day-to-day operations.
• Support continuous improvement of administrative and scheduling processes as the business grows.

Requirements

• Experience in quoting, estimating, job costing or similar detail orientation administration.
• Strong numerical skills and confidence working with measurements, quantities and dimensions.
• High attention to detail and accuracy when entering data.
• Experience working with high volumes of information and repetitive data entry.
• Strong Excel and general computer skills.
• Ability to extract and interpret information from emails, plans and supporting documents.
• Experience with Fergus or another trade/job management system is highly regarded.
• Strong organization and time-management skills.
• Ability to work independently while collaborating effectively with an operational team.
• Reliable, proactive and comfortable taking ownership of assigned tasks.

Work Arrangement & Expectations:

This is a 20 hours per week position, with flexibility in when you work. As the business grows, so may this role. For the right person, there may be an opportunity to take on more responsibility over time, including increased hours as your skills develop and the business grows.

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)