VA Estimator

The VA Estimator plays a key role in supporting the pre-construction and estimating process remotely. Working closely with the Project Manager and Estimating Team, the VA Estimator is responsible for preparing accurate quantity takeoffs, sourcing supplier pricing, and assisting in the preparation of estimates and tender documentation. This role is ideal for someone detail-oriented, highly organised, and familiar with residential construction practices in Australia, with experience using digital estimating platforms such as BuildXact.

Accountabilities:
1. Quantity Takeoffs & Estimating Support
Objective: Deliver accurate, timely quantity takeoffs to support budgeting for renovations and new build projects using BuildXact.
Responsibilities:
Interpret architectural and engineering plans to produce accurate takeoffs for materials and labour.
Prepare scope breakdowns for internal costing and builder pricing.
Collaborate with the local estimating team to clarify plan discrepancies or missing information.
Apply measurement conventions aligned with Australian residential construction.
Flag any risks, omissions, or variations in design documentation.

2. Pricing & Supplier Coordination
Objective: Support the estimating process by collecting and comparing pricing from suppliers and subcontractors.
Responsibilities:
Research current material pricing from local suppliers and online sources.
Assist in obtaining quotes via email and online platforms.
Compile quotes and pricing in a clear, consistent format for team review.
Help manage and update a pricing database for frequently used materials and services.
Track quote status and follow up on pending items to keep estimates progressing.

3. Tender & Document Preparation
Objective: Assist in assembling accurate, well-presented tender submissions and internal project cost breakdowns.
Responsibilities:
Format and finalise estimate summaries and tender documents.
Draft scopes of work, inclusions/exclusions, and specification documents as directed.
Maintain clearly structured folders and file naming conventions. Ensure tender and quote documents are accurate and free from errors.
Support the update and refinement of company estimating templates.

4. Data Entry & Software Management
Objective: Maintain data integrity and consistency within the company’s estimating and project software tools.
Responsibilities:
Accurately input cost and quantity data into estimating systems. Maintain records of takeoffs, pricing history, and previous project data.
Assist in updating estimate templates and libraries with current costs and quantities.
Ensure proper document storage, version control, and traceability.
Suggest improvements to digital workflows or tools based on day-to-day usage.

5. Cost Tracking
Objective: Support accurate project forecasting and financial control by tracking estimated versus actual costs throughout the project lifecycle.
Responsibilities:
Maintain records of initial estimates and update them as actual costs are received.
Compare supplier invoices and subcontractor quotes against original allowances.
Assist in identifying cost variances and reporting them to the Estimating Lead or Project Manager.
Help track changes or variations in scope and update costing data accordingly.
Support the preparation of cost-to-complete summaries and post-project financial reviews.
Ensure cost tracking data is organised, accessible, and kept up to date in shared systems.

6. Communication & Collaboration
Objective: Work as an integrated part of the estimating team, maintaining clear and responsive communication.
Responsibilities:
Provide updates on assigned tasks and progress of goals during regular online check-ins and weekly meetings.
Seek clarification on any uncertainties in plans or scope before progressing.
Collaborate with the Australian team using email, messaging apps, and project management tools.
Participate in virtual teaUpgrade to see actual infoetings and assist with status reporting.
Maintain a professional and respectful communication style at all times.

Expectations
The VA Estimator is expected to:
Work proactively to support the estimating team with timely and accurate takeoffs, pricing, and documentation.
Maintain clean, consistent, and up-to-date estimating data across software platforms and shared folders.
Communicate clearly and professionally with the Australian team, asking clarifying questions when needed.
Collaborate across departments (e.g., estimating, design, construction) to support smooth project delivery.
Take ownership of your learning and development, especially in Australian construction standards and software tools.
Be dependable and consistent in meeting deadlines and quality standards for all assigned estimating tasks.

Characteristics and Skill-Sets
The VA Estimator is to have:
Strong Analytical Skills: Able to interpret plans, scope documents, and apply logical cost breakdowns.
Exceptional Attention to Detail: Thorough and accurate in all estimating, data entry, and documentation work.
Residential Construction Knowledge: Familiar with building terminology, materials, and processes used in Australian homes.
Clear and Confident Communication: Proficient in written and verbal English, with a professional tone in all interactions.
Digital & Software Proficiency: Confident using spreadsheets and experienced with estimating software such as BuildXact.
Organisational Strength: Excellent time management and ability to prioritise multiple estimates or tasks.