Project Administration

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 strong 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)
• Strong document control and record keeping discipline
• 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.

Apply Now

If you are an experienced Projects Administrator looking for job security, career growth, and the opportunity to work on major commercial fitout and refurbishment projects with a supportive team, we would love to hear from you.

All applications will be handled with the utmost confidentiality.