Remote Construction Admin & Estimating Specialist

The Doing Co.; United States; Remote; USD 60,000 - 75,000; Full time

Job summary

The Doing Co. is seeking an experienced remote Construction Admin VA with estimating support to assist a growing residential building business serving Australian clients.

This full‑time, remote position involves tracking projects, coordinating suppliers, handling invoicing in Xero, and preparing quotes. You must have 3–4+ years in construction admin for international clients and a solid grasp of Australian residential processes.

Qualifications

• 3–4+ years of construction admin or operations support for international clients.
• Experience with Australian residential builders and knowledge of Australian construction processes.
• Exposure to estimating or quoting, including sending plans out for pricing and chasing quotes.
• Working knowledge of Australian residential construction stages and terminology.
• Experience issuing purchase orders, tracking compliance documents and coordinating suppliers.
• High attention to detail and accuracy, especially with pricing, numbers and data entry.
• Clear written English and ability to communicate with the business owner.

Responsibilities

• Maintain project timelines, task lists and client schedules.
• Set up new jobs and keep project data accurate as builds progress.
• Track what is due across multiple jobs and flag anything at risk of slipping.
• Keep job files, plans and documentation organised and current.
• Issue purchase orders and track material lead times.
• Manage subcontractor compliance documents, including insurances, licences and white cards.
• Chase confirmations and bookings so trades are locked in ahead of each stage.
• Keep supplier and subcontractor records up to date.
• Manage inboxes, prioritise tasks and flag anything urgent to the builder.
• Support invoicing, purchase order reconciliation and light bookkeeping admin in Xero and Hubdoc.
• Maintain digital filing systems so documents are easy to find.
• Create SOPs, checklists and templates from videos or verbal instructions, and improve how things are done.
• Send plans, drawings and scopes out to trades and suppliers for quoting.
• Track and follow up quote requests from contractors, suppliers, designers and engineers.
• Collate quotes into a clear comparison so the builder can price the job quickly.
• Maintain supplier price lists and pricing templates so estimates stay accurate.
• Help prepare pre-construction documents, plans and estimate packs for review.

Skills

Highly organized

Detail-oriented

Independent worker

Clear written English

Tools

Wunderbuild

Buildxact

Buildertrend

Tradify

ServiceM8

Databuild

Cubit

PlanSwift

Bluebeam

Google Workspace

Microsoft 365

ClickUp

Trello

Asana

Monday.com

Xero

Loom

Canva

Job description

The Doing Co. is seeking an experienced remote Construction Admin VA with estimating support to assist a growing residential building business serving Australian clients.

This full‑time, remote position involves tracking projects, coordinating suppliers, handling invoicing in Xero, and preparing quotes. You must have 3–4+ years in construction admin for international clients and a solid grasp of Australian residential processes.