Estimator and Production Administrator

Position : Estimator and Production Administrator

Salary : 1,900 AUD (Php 75,000 - 81,000)

Working Hours & Conditions : Monday to Friday AU Business Hours

ROLE OVERVIEW:

This is a hybrid role focused primarily on estimating, quotation preparation and professional sales proposals.

Approximately 75% of the role will involve estimating, including preparing detailed cost estimates, obtaining supplier pricing, creating client quotations and sales proposals, and compiling tender submissions for custom exhibition stands and branded environments.

The remaining 25% will involve production and office administration, supporting the team with purchasing, supplier coordination, project documentation, logistics and general administration for current and upcoming projects.

You will work directly with company Designers to understand and accurately cost each creative concept. You will also work closely with and report to our Producers, who manage client communication and project delivery on behalf of the team, as well as the Managing Director.

Together, you will ensure every proposal is accurate, commercially considered, clearly documented and ready for successful production.

We are particularly interested in candidates with experience in commercial joinery, shopfitting, exhibitions, signage or interior fit-outs who understand custom fabrication, construction materials, supplier pricing and the practical requirements of turning drawings into accurate build costs.

This role requires someone who can work independently, take ownership of their responsibilities and complete accurate work within urgent project deadlines.

RESPONSIBILITIES:

Estimating and Quotations – 75%

• Work directly with the Design team to understand each project concept, construction requirements, finishes and proposed customer experience.
• Review 3D designs, architectural drawings, floor plans, specifications, schedules and client briefs.
• Translate concepts and drawings into detailed, accurate and commercially viable cost estimates.
• Calculate material quantities, labour, fabrication, installation, transport, equipment and subcontractor costs.
• Provide Designers with practical estimating feedback on materials, fabrication methods, buildability, budgets and cost-saving alternatives.
• Work closely with Producers to confirm project scope, client requirements, budgets, inclusions, exclusions and quotation deadlines.
• Prepare clear, accurate and commercially considered client quotations.
• Create professional sales proposals that clearly communicate project scope, inclusions, exclusions and commercial value.
• Use Excel and estimating or quotation software to prepare cost breakdowns, pricing schedules and client proposals.
• Obtain and compare pricing from suppliers, fabricators, joiners, installers, freight providers and other subcontractors.
• Prepare tender submissions within required deadlines.
• Check calculations, quantities, supplier pricing and quotation details to maintain a consistently high level of accuracy.
• Identify missing information, scope gaps, commercial risks, assumptions and potential variations before quotations are issued.
• Communicate quotation progress, pricing concerns and commercial risks to the relevant Designer, Producer and Managing Director.
• Maintain current supplier rates, material pricing and estimating records.
• Review project costs against approved budgets and assist with identifying cost-saving opportunities.
• Manage multiple quotations and sales proposals while responding effectively to changing priorities and urgent deadlines.

Production and Office Administration – 25%

• Support Producers with supplier coordination, purchase orders, project documentation, logistics, budgets and production administration.
• Work with Designers and Producers to ensure approved finishes, materials, graphics, equipment and construction requirements are accurately ordered and documented.
• Prepare purchase orders and assist with ordering materials, graphics, equipment and outsourced production.
• Coordinate supplier quotations, approvals and order confirmations.
• Maintain project folders, supplier records, production documents and job information.
• Assist with production schedules, project timelines and delivery deadlines.
• Assist with freight bookings, deliveries, couriers and project logistics.
• Track supplier quotations, approvals, outstanding information, production requirements and project deadlines.
• Assist with organizing project costs, supplier invoices and job records in Xero.
• Update CRM records, client information, opportunities and sales follow-ups as required.
• Maintain accurate internal records so the Design and Production teams have access to current pricing, documentation and project information.
• Communicate professionally with suppliers, contractors and internal team members, while Producers retain primary responsibility for client management and project delivery.
• Provide regular updates to the Producers and Managing Director regarding quotation progress, supplier pricing, project costs, deadlines and commercial risks.
• Prioritize quotations, proposals and administrative tasks in consultation with the Producers and Managing Director.
• Support the wider team with estimating, production and office administration as required.

Requirements

QUALIFICATIONS:

You are highly organised, detail-oriented and commercially minded with more than 4 years of experience in a similar production or joinery estimating roles. You are exceptional with numbers, confident with calculations and take pride in producing accurate, professional quotations and sales proposals.

You have a keen eye for detail and carefully check your work to ensure costs, quantities, inclusions, exclusions and project information are correct. You can manage multiple quotations, priorities and deadlines without compromising accuracy.

You are a proactive self-starter who can work independently with minimal supervision, take ownership of tasks and follow them through to completion.

You prioritize effectively, remain calm under pressure and can complete urgent quotations and production tasks within tight and changing deadlines.

A methodical, quality-focused and perfectionist approach would be an excellent fit for this role, balanced with the ability to work efficiently and deliver work on time.

Essential Skills and Experience

• Previous estimating experience within commercial joinery, shopfitting, exhibitions, signage, interior fit-outs or another relevant custom-construction environment.
• Demonstrated experience preparing detailed quotations, professional sales proposals, cost estimates and tender submissions.
• Advanced Microsoft Excel skills, with practical experience using spreadsheets for estimating, calculations, pricing and cost analysis.
• High-level experience using estimating and quotation software.
• Practical experience using Xero accounting software, including purchase orders, supplier invoices, job costs and financial records.
• Excellent numerical and calculation skills.
• Ability to interpret architectural drawings, floor plans, construction details and 3D designs.
• Understanding of custom fabrication, construction materials, labour requirements and installation processes.
• Knowledge of supplier pricing, subcontractor costs and outsourced production.
• Exceptional attention to detail and a consistently high level of accuracy.
• Highly organized, methodical and disciplined when managing information and deadlines.
• Strong commercial writing and proposal-presentation skills.
• Strong written and verbal communication skills.
• Confidence working with suppliers, contractors and production partners.
• Demonstrated ability to work independently with minimal supervision.
• Proactive, self-motivated and willing to take ownership of responsibilities.
• Ability to manage multiple quotations, priorities and project deadlines simultaneously.
• Proven ability to complete accurate work within urgent and changing deadlines.
• Ability to learn and confidently work across multiple business software platforms.

Highly Regarded

• Experience using various CRM platforms to manage leads, opportunities, client information, quotations and sales follow-ups.
• Experience using project-management or production-scheduling software.
• Direct experience within the exhibition, events or branded-environments industry.

Why Join?

• Work on exciting exhibition stands, branded environments and live experiences.
• Join a creative, supportive and close-knit team.
• Gain exposure to projects from initial concept and estimating through to final delivery.
• Work with recognized Australian and international brands.
• Develop your skills across estimating, commercial management and production coordination.
• Enjoy variety across projects, clients and industries.