Ascot Air is seeking an experienced Projects Administrator to join our growing team, supporting the delivery of commercial fitout and refurbishment projects across Brisbane and the Gold Coast.
This position is available as full time or permanent part time for the right applicant.
With over 20 years of experience delivering exceptional air conditioning services throughout South East Queensland, Ascot Air specialises in complex commercial projects including hospitality venues, shopping centres, corporate high rises, and universities.
Working closely with our Project Managers, Estimators, and accounts team, you will play a key role in keeping project documentation, purchasing, and reporting running accurately and on time, supporting the successful delivery of projects while maintaining strong commercial and quality standards.
Why You'll Love Working With Ascot Air
Competitive salary package plus superannuation
Full time or permanent part time hours considered
Immediate start with long term career stability
Career growth and development opportunities within BGIS
Supportive team culture with experienced project and technical teams
Exposure to large scale blue chip commercial fitout and refurbishment projects
Employee benefits including discounts, wellbeing programs and novated leasing options
Paid parental leave and paid volunteer leave
Safe systems of work and solid WH&S; focus
Clear pathways for career progression within a stable and growing business
What You'll Be Doing
Managing and recording timesheets for project teams
Setting up and maintaining job files, including procurement within our online job management system
Raising purchase orders and processing supplier and subcontractor invoices
Maintaining drawing registers and document control




Preparing and issuing subcontractor agreements and insurance and licence compliance checks
Assisting with progress claims, variations, and RFI registers
Coordinating site inductions, permits, and access requirements
Preparing operation and maintenance manuals and handover documentation
Supporting Project Managers with reporting, meeting minutes, and correspondence
General office duties and data entry supporting the delivery team across SEQ
Your Education, Experience and Skills
Proven project administration experience, ideally in construction, mechanical services, or trades
Experience in Procore or similar project management systems (highly regarded)
Confident with MS Office, Excel in particular, and strong email proficiency
Experience with purchase orders, subcontractor documentation, and progress claims
High attention to detail and the ability to prioritise tasks and work efficiently under pressure
Positive attitude with strong communication and teamwork skills
Ability to liaise professionally with clients and contractors
Current driver's licence (preferred)
Full working rights in Australia (essential)
About Ascot Air
For over 20 years, Ascot Air has delivered reliable and effective air conditioning solutions across South East Queensland.
Backed by BGIS, a global leader in facilities management and technical services with over 12,000 employees worldwide, we combine local expertise with global capability to deliver exceptional outcomes for our clients.
We acknowledge the Traditional Custodians of the land on which we work and pay our respects to Elders past, present and emerging.
We are an equal opportunity employer and strongly encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, and people from culturally diverse backgrounds.
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📌 Project Administration (Gold Coast)
🏢 Ascot Air
📍 Gold Coast