Quotes and Invoicing Administrator
An administrator who turns finished jobs into quotes and invoices fast, so the money side keeps pace with the field.
- Engagement
- Full-time, managed Employer of Record
- Working hours
- Full-time, with core overlap across Australian Eastern business hours
- Experience level
- Two or more years in quoting, billing, or trades or services administration. Mid-level.
- Quotes prepared from templates and field notes
- Invoices raised accurately from completed jobs
- Variations and approvals tracked through the job
- Quote follow-ups run on a clear cadence
- Weekly quoting and invoicing reporting
- A field-service or job-management system, for example ServiceM8, simPRO, Tradify, AroFlo, or Fergus
- Xero or MYOB
- Microsoft Excel
- Microsoft 365
Why this role exists
A quote written quickly wins more work, and an invoice raised the day a job is done lands cash sooner. Both are template-driven, repeatable jobs that benefit from someone who lives in them every day. Left to evenings and weekends, both slip.
A dedicated quotes and invoicing administrator holds the cycle so quotes go out fast, invoices follow the job, and variations do not slip through unbilled.
A day in the role
- Turn yesterday's field notes into priced quotes and send them out.
- Raise invoices from the jobs marked complete on the board.
- Capture two variations against existing jobs and route for approval.
- Follow up the open quotes that are past their nudge date.
What good looks like at 90 days
Quotes go out the day after the site visit, invoices follow completed jobs without delay, variations are captured rather than lost, and the weekly unbilled-work report is short and shrinking.
Sector context
This role sits inside our trades and field services sector work, alongside dispatch, collections, compliance, and subcontractor support.
The Arcbridge difference
You direct the work. Arcbridge holds the employment.
Australian workplace law considers the real working relationship between a business and a worker, not only the contract label. Where an Australian business directly engages an offshore contractor and the practical working relationship resembles employment, classification and Fair Work questions can arise. The Fair Work Commission has scrutinised arrangements of this kind.
Arcbridge is designed to reduce the practical risks of informal offshore contractor arrangements by placing employment, payroll, leave, HR administration, and employment-side process inside a managed structure. Arcbridge or its nominated employment entity employs the team member. The client receives capability and outputs through a service agreement rather than directly engaging an offshore worker.
This is the difference between an informal offshore engagement and a structured offshore team. It is general information only, and is not a substitute for tailored legal, workplace relations, tax, or migration advice on a client's specific arrangements.
Core responsibilities
- Prepare quotes from templates against scope and field notes
- Raise invoices accurately from completed jobs
- Track variations, approvals, and purchase orders through each job
- Run quote follow-ups on a clear cadence
- Match invoices to deliveries, materials, and labour records
- Handle quote and invoice queries from clients
- Report weekly on outstanding quotes and unbilled work
What this role is not
Clear scope protects the placement. These sit outside this brief, and we will say so before a call rather than after.
- This role prepares quotes and invoices to your process. It does not commit to prices or accept variations without your sign-off.
- It does not provide tax, accounting, or financial advice, which are matters for a qualified professional.
- It is not a technical or trade role.
Best-fit profile
- Two or more years in quoting, billing, or trades or services administration
- Numerate and accurate with rates, materials, and totals
- Strong written English for clear quotes and queries
- Comfortable working from templates and a field-service system
What Arcbridge screens for
Depth is the differentiation. These are the capabilities we test before a name reaches your shortlist.
Quoting accuracy
We test careful pricing against scope, because a quote error costs margin or kills a job.
Cycle discipline
We screen for the habit of turning quotes and invoices around to a clear cadence, every week.
Written English
We assess clear, professional written quotes and query responses.
Systems fluency
We look for comfort with field-service systems and template libraries.
How we measure success
The signals we hold this role to. These are quality and throughput measures the team member owns, not promises about your commercial results.
- Quotes turned around within agreed timeframes
- Invoices raised against completed jobs without delay
- Variations and approvals captured against the right job
- Quote follow-ups run consistently, with weekly reporting
Who holds what
The managed structure is the point. You direct the work and own the outputs. Arcbridge holds the employment relationship and everything that comes with it.
You direct
- Your quote templates, rate cards, and approval steps
- Which jobs and quotes take priority
- How variations are handled
Arcbridge holds
- The employment relationship, payroll, and superannuation equivalent
- Leave, performance management, and HR administration
- Onboarding, equipment, and day-to-day pastoral support
The commercial case
Tight quote turnaround wins more jobs, and prompt invoicing keeps cash flowing. A dedicated administrator holds the cycle so the owner is not catching up on quoting after hours. The managed structure delivers that capability without directly engaging an offshore worker.
Other Trades and Field Services roles
Roles in the same sector that share systems, working hours, or buyer profile.
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View this roleTalk through this role
Place a Quotes Administrator.
Send the role brief or describe the work you need covered. We will confirm whether the role fits the Arcbridge model and arrange a 30-minute discovery call within one business day.
This document is general information only and is not legal, migration, registration, clinical, or tax advice. Arcbridge candidates are employed by Arcbridge or its nominated employment entity. The client receives managed offshore support aligned to the agreed role profile, hours, service fee, and reporting arrangements.