Project Administrator - Contracts & Variations

This role is the financial and contractual backbone of our projects. You'll make sure every job is contracted correctly, every change of scope is captured as a variation, and every dollar is coded to the right job. You'll work closely with our estimator, project manager and site supervisors.

Key responsibilities

- Prepare QBCC contracts and Form 5 variations for approval
- Send variations for changes of scope and PS/PC overruns, working with the estimator
- Issue other QBCC forms (commencement, time extensions, completion) and file inspections and certificates
- Lodge QBCC home warranty insurance and QLeave levies, prepared for approval and payment
- Tally and reconcile Provisional Sums (PS) and Prime Cost (PC) items against client selections and supplier invoices
- Allocate cost codes to supplier bills in Dext, and check invoices are addressed to the correct entity
- Create Xero cost codes for new jobs and allocate them to sales,



variations and progress invoices across Xero and ServiceM8
- Run profit and loss reports in Xero for each project
- Request and compare subcontractor and supplier quotations
- Order materials from supervisor requests received and track delivery dates

About you

- Bookkeeping experience, preferably with Xero and Dext
- Confident with spreadsheets and reconciliations, and works quickly and accurately
- Explicit written communication with suppliers, subcontractors and clients
- Experience in Australian construction or trades is a big plus, especially with PS/PC allowances, variations or QBCC paperwork
- Familiarity with ServiceM8 or monday.com is helpful but not essential

About us

Mayo's is a family-run construction business based in Murarrie, working across Brisbane. We build and renovate for residential and commercial clients. We have a steady pipeline of projects ahead.

📌 Project Administrator – Contracts (Brisbane)
🏢 Mayo's
📍 Brisbane