Sales Support & CRM Administrator (Pipedrive + Xero)

About us

We are The Stonemen, a natural stone supplier based in Brisbane, Australia. We sell marble, travertine and limestone to builders, landscapers and renovators. We are a small team and we are growing.

Australia is only two hours ahead of the Philippines, so you will be working the same hours as us, not overnight.

The role in one sentence

You will get our Pipedrive CRM set up properly, then run the quoting, invoicing and follow-up work inside it — so that our salespeople can spend their time selling instead of doing paperwork.

This is a real, long-term role. It is not a short project.

Your first few weeks: getting Pipedrive right

This part is critical to us, and it is why we want someone with real CRM experience rather than a general admin assistant.

We have started building our Pipedrive ourselves. It works, but we are not CRM experts and we know some of it is wrong. Before we bring our sales team on and import our customer list, we want someone who has done this before to go through it properly.

You will:

Audit what we have built — our pipelines, stages, custom fields, automations, filters, reports and user permissions — and tell us plainly what is wrong, missing or going to cause problems later
Fix it, once we have agreed the changes
Import our data — our full customer list, our product list, and our open quotes — cleanly and without duplicates
Build simple training material for our sales team, in plain English. None of them have used a CRM before, so clear beats clever
Set up the reports our management team needs to review the sales pipeline each week

We want your opinion here, not just your hands. If we have designed something badly, say so. We would much rather hear it now than in six months.

What you will do day to day, after that

Quotes

Take job details from our salespeople and build the quote in Pipedrive (our CRM)
Check the stock and pricing information we give you, and ask when something does not look right
Send the quote out through Xero (our accounting system)
Record the date it was sent and schedule the follow-ups

Follow-up

Send follow-up emails to customers on a set schedule
Remind our salespeople when they owe a customer a phone call
Keep the record of what has happened on every job up to date

Invoices

Raise invoices in Xero once a sale is confirmed
Follow up customers who have not paid

Purchase orders

Prepare purchase orders to our Australian suppliers, for approval before they are sent
(Overseas orders are handled by our team in Australia, not by you)

Keeping the CRM clean

Make sure every deal has the information it needs: a contact person, a value, a decision date and a next step
Chase our salespeople when something is missing
Flag jobs that have gone quiet

Improving the system over time

Keep improving how Pipedrive is set up as we learn what works and what does not
Build automations that remove repetitive manual steps, once a process has settled down and proven itself
Suggest better ways of doing things — we expect the setup in month twelve to look different from month one

Later on, once you are settled, the role may grow to include other administrative support for our business. We will talk about that when we get there.

To be clear about what this role is not: we are not looking for someone to manage calendars or email inboxes, and this is not a lead generation, cold calling or social media role.

What we need from you

Essential

You have set up or reconfigured a CRM before, not only used one. Pipedrive is ideal, but HubSpot, Zoho, Salesforce or similar is fine. Tell us what you built and what decisions you made
Experience importing and cleaning data — customer lists, product lists, duplicates
Experience creating quotes or invoices in an accounting system. Xero is ideal, but QuickBooks, MYOB or similar is fine
Very good written English — you will be emailing our Australian customers directly
Strong attention to detail. Our quotes contain prices, quantities and measurements, and a small mistake costs us real money
Comfortable working through the same list of tasks every day and not letting anything slip
Reliable internet and a quiet place to work

Nice to have

Experience working with an Australian business
Experience in construction, building supplies, or a product-based business
Understanding of purchase orders and stock

Most important of all: we need someone who tells us when something looks wrong instead of guessing. If a price does not match, or a customer's request does not make sense, we want you to ask. We will never be annoyed at you for asking.

What we offer
- A clear, well-documented process — you will not be left to figure it out alone
- Direct working relationship with the business owner, not layers of management
- Long-term, stable work with a growing company
- Regular hours that match your own timezone
- Training on our systems in your first weeks
- How to apply

Please send us a message that includes:

- Start your message with the word TRAVERTINE so we know you read the whole ad.
- Which CRM you have used, and for how long. If you have set one up or reconfigured one, describe what you built and one decision you made that you think was a good one.
- Which accounting system you have used to create quotes or invoices, and roughly how many you would produce in a typical week.
- A short description of a time you spotted a mistake in someone else's work before it went out to a customer.
- Your expected monthly salary in PHP.

Applications that do not follow these steps will not be read.

We will reply to shortlisted applicants within 10 days. There will be a short paid test task before we make any offer, we would rather see your work than guess from a CV.

Thank you for reading, and we look forward to hearing from you.