Operations & Estimation Assistant
Outdesk.
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Benefits offered by this job
Job summary
Outdesk. is seeking an Operations & Estimation Assistant in the Philippines. The role focuses on end-to-end quotation preparation, trade coordination, and project administration to connect site inspections with project execution.
You will work with suppliers, installers, repairers, and freight providers to ensure competitive material sourcing, accurate costings, and efficient progress from quotation through delivery.
Qualifications
- Experience preparing quotes or costings with high numerical accuracy.
- Ability to interpret site measurements, dimensions and material requirements.
- Strong written and spoken English aligned with Australian professional standards.
Responsibilities
- Review site inspection information and project requirements to prepare client quotations using Xero and Monday.com.
- Coordinate with suppliers, installers, repairs and other contractors to obtain pricing and requirements.
- Source materials and services, compare pricing and delivery requirements.
- Organise freight, transport and delivery schedules within approved budgets.
- Maintain project workflows in Monday.com and ensure quotes, costings and actions are up to date.
- Enter and cross-reference project financials in Xero to align with scopes.
Skills
Education
Tools
Job description
Company : Outdesk. Job Type : Full Time Philippines
We are seeking a highly meticulous and proactive Operations & Estimation Assistant to assist with end-to-end quotation preparation, trade coordination, and project administration.
The successful candidate will act as the operational link between site inspections and project execution, transforming site measurements and project information into accurate commercial quotes. Working closely with suppliers, installers, repairers, and freight providers, you will help ensure materials are sourced competitively, projects are accurately costed, and jobs progress efficiently from quotation through to delivery.
Quotation Management: Review site inspection information, dimensions, and project requirements to prepare accurate client quotations using Xero and Monday.com.
Trade Network Liaison: Communicate professionally with suppliers, trade repairers, installers, and other contractors via phone and email to obtain pricing, confirm requirements, and negotiate trade rates where appropriate.
Supplier Coordination: Source materials and services from relevant suppliers while comparing pricing, availability, and delivery requirements.
Logistics Coordination: Organise freight, material transportation, and delivery schedules to ensure required components reach site efficiently and within approved budgets.
Project Workflow Management: Maintain project workflows within Monday.com, ensuring job statuses, supplier quotes, costings, and outstanding actions remain accurate and up to date.
Financial Administration: Enter, review, and cross-reference project financial information within Xero, ensuring records align with approved scopes and quotations.
Costing & Data Verification: Review measurements, specifications, quantities, and supplier pricing to ensure all commercial calculations are accurate before quotes are issued.
Job Tracking: Monitor active projects and follow up on outstanding supplier, installer, freight, and internal requirements to keep jobs moving.
Stakeholder Communication: Maintain clear and timely communication with Australian suppliers, contractors, installers, and internal stakeholders throughout the project lifecycle.
Problem Resolution: Proactively identify and resolve issues relating to pricing, materials, supplier availability, freight, or project requirements.
Proven experience in quotation preparation, estimating, project coordination, or operational administration within a trade, logistics, construction, or industrial services environment.
Strong ability to interpret site measurements, dimensions, specifications, and material requirements.
Experience preparing quotes or costings with a high level of numerical accuracy.
Excellent written and spoken English communication skills aligned with Australian professional standards.
Confident telephone manner with the ability to liaise professionally with Australian suppliers, trades, and contractors.
Strong organisational and time management skills, with the ability to manage multiple active jobs and competing deadlines.
High attention to detail when reviewing measurements, pricing, specifications, and project information.
Strong problem-solving skills with the ability to independently investigate and resolve operational issues.
Experience working with cloud-based project management, accounting, or workflow systems.
Ability to work autonomously while maintaining clear communication with Australian stakeholders.
Accounting Software – Xero
Project Management & Workflow – Monday.com
Data & Reporting – Microsoft Excel
Productivity Tools – Microsoft Office 365
Bachelor's Degree in Industrial Engineering, Business Administration, Supply Chain Management, Construction Management, or a related field.
A relevant Vocational Diploma or Short Course Certificate in Technical Operations, Estimating, Project Administration, or a related discipline will also be considered.
Proactive and confident communicator who is comfortable picking up the phone and following up with suppliers and trade partners.
Highly methodical and organised, with a systematic approach to project data, quotations, costings, and job tracking.
Commercially minded with a strong focus on pricing accuracy and cost control.
Detail-oriented and thorough, particularly when working with measurements, specifications, and financial information.
Resourceful and solutions-focused when dealing with supplier, logistics, and project challenges.
Adaptable and comfortable supporting a range of operational and administrative requirements.
Reliable and accountable, taking ownership of assigned tasks and following them through to completion.
Professional and ethical, with a strong commitment to accuracy, confidentiality, and business standards.
Time Zone: Australian Business Hours
Applicant Location: Must be located in the Philippines
At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff.
Paid Leave
13th Month Pay
SSS
Philhealth
Pag-Ibig
BIR
HMO
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