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 current 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