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Added 4 hours ago
Supervisor, Letter Carrier, Developmental
Canada Post - Postes Canada
Winnipeg, MB
The Supervisor, Letter Carrier supervises the activities of a team of letter carriers, mail service couriers and RSMC’s assigned to a Postal station to ensure that proper procedures are…
Added 5 hours ago
Dietary Aide
Region of Waterloo
Kitchener, ON
Monitors and reports to supervisor on supply needs for bulk food carts and cafés, and orders supplies from main kitchen.
Added 5 hours ago
Pharmacist - CPS
Shoppers Drug Mart
Calgary, AB
Part-time
Reporting to the Supervisor, Production, the Pharmacist will support the overall operations of the Pharmacy, including providing communication to client pharmacies and coordinating with…
Added 6 hours ago
Electrician
University of Victoria
Victoria, BC
Full-time
Performs tradesperson level skilled work on building electrical maintenance and or new installation work as assigned by supervisor Completes time keeping and recording keeping work…
Added 6 hours ago
Laborer, Field Service
Komatsu
Fort McMurray, AB
Full-time
Organize materials and prep jobs for shop and field work
Added 7 hours ago
Senior Millwright
Wolf Steel Ltd
Barrie, ON
Full-time
Operate lathes, milling machines, grinders, and other shop equipment to deliver high-accuracy parts and assemblies
Added 8 hours ago
Engineer - Manufacturing
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Guelph, ON
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Reporting to the Engineering Supervisor, the successful candidate will plan and design complex manufacturing processes in an industrial plant. May improve production methods, determine…
Added 8 hours ago
food service supervisor
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Klemtu, BC
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Added 9 hours ago
Assistant Manager
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Hamilton, ON
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Coach the team to deliver great service, share product knowledge, and keep customers excited to shop.
Added 10 hours ago
Part-Time Gas Bar Attendant I
Co-op
Battleford, SK
Part-time
…why we are committed to supporting our community. When you shop Co-op, you’re choosing a business that keeps 100% of its profits in your community. Our profits help to provide great jobs,…
Added 10 hours ago
Supervisor
H&M Group
Mississauga, ON
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As a Supervisor, you play a pivotal role in shaping exceptional customer experiences that not only drive sales but also foster an inspiring and welcoming store atmosphere. You lead by…
Added 11 hours ago
Part-Time Student Deli Clerk I
Co-op
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Helicopter AME Apprentice
Ledcor
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Identifies possible Service Difficulty Report (SDR) situations and reports to Production Supervisor.
Added 12 hours ago
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Penske
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…and other duties under the direction of a lead technician or…
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Apprentice Heavy-Duty Truck Technician
INLAND KENWORTH US INC
Calgary, AB
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…while adhering to the work assigned to them by the on floor…
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Rental Operations Coordinator - Grande Prairie
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Service Supervisor - Kindersley
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We are looking for local Kindersley and area residents to join our team! We are currently looking for a Service Supervisor.
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Technical Lead Production
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…the Shoppers Drug Mart network is more than a great place to shop, it’s a great place to work. We’re committed to building our talented team who champion collaboration, kindness and…
Added 12 hours ago
Rentals Head Technician - Winter 2026/27
Sunshine Village Corporation
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…The Rentals Head Service Technician reports to the Rentals…
Added 13 hours ago
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Stream-Flo Industries
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Inform Supervisor/Lead Hand of any irregularities with orders or equipment
Added 13 hours ago
Quality Assurance Auditor
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…The incumbent will report directly to the Quality Assurance Supervisor and will be responsible for the…
Added 13 hours ago
Retail Floor Supervisor - Oshawa (Full-Time)
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Full-time
At Talize, we’re more than a workplace, we’re a movement for sustainable living. Every day, you help communities shop with purpose, combining fashion and environmental impact. We believe…
Added 14 hours ago
Internal Shop Technician (Home Health Care)
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Provide training to new shop technicians. Provide verbal and written reports to the supervisor on the status of training progress as required.

Clearspace

Project Administrator

Toronto, ON, Canada

Job type: Full-time
Apply by: Oct 25, 2026
Experience: At least 4 years of project coordination or administrative experience, ideally in construction, interior design, or a related field.
Posting language: English
Posted: Sep 28, 2026

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Original job description

About The Opportunity

Clearspace is re-imagining how office space is designed and built. We are a truly integrated design-build firm - design studio meets general contractor - focused exclusively on interior office environments. Our process deeply integrates design, construction, and technology to improve the client experience, reduce project complexity, and lower overall cost. We work with many of Canada's top owners, occupiers, and property managers. You'll join a talented team of smart, driven individuals who challenge convention and drive real change.

We are hiring a Project Administrator to keep commercial interior projects organized and ready for each handoff. Working closely with Project Managers, Designers, Site Supervisors, consultants, trades, and Finance, you will coordinate the administrative work from project setup and tender support through permits, construction, turnover, and closeout. You will keep project information accurate, track what is outstanding, and follow through with the people responsible so work can move on schedule.

You will own the coordination and records behind these workflows. Project Managers retain responsibility for project decisions, commercial approvals, schedule, and client outcomes; Site Supervisors lead work on site.

What You'll Do

Project Setup and Document Control

Set up and maintain project information, team roles, and document access in Procore, Wrike, Matterport and Microsoft.
Organize contracts, budgets, drawings, reports, permits, correspondence, and other project records. Check that current information is accurate, filed correctly, and accessible to the people who need it.
Configure and verify administrative project details such as billing periods and invoice contacts, and keep the Project Manager and Finance informed of missing information.

Tendering and Trade Onboarding

Support tendering by recording bids in Procore, checking entered amounts against submitted bid documents and cost codes, and keeping the tender record complete for the Project Manager's review.
Coordinate award paperwork and signatures after decisions are made. Add trades to project systems and maintain accurate vendor and contact information.
Request, track, and file insurance certificates, WSIB clearances, safety documents, bonds, and other required trade submissions. Follow up on gaps before construction starts.

Permits and Construction Readiness

Prepare permit and notice paperwork using approved project information, track submissions and approvals, coordinate inspection bookings, and retain evidence of permit status and closure.
Confirm that current construction drawings, scans, reports, and site documentation are available to trades and the site team. Prepare the administrative materials needed for site startup.
Track outstanding shop drawings, samples, consultant inputs, and required reports; flag delays or discrepancies to the Project Manager and Site Supervisor.

Completion and Closeout

Coordinate collection of testing certificates, inspection records, consultant signoff letters, as-builts, warranties, manuals, and other closeout documents from trades and consultants.
Maintain the closeout tracker, follow up on missing items, and assemble a complete handover package for the client and landlord.
Prepare substantial performance documentation and coordinate Form 9 publication only after the Project Manager confirms the milestone and the authorized parties sign.
Record warranty dates and confirmed permit closures, update project stages in Procore and Wrike, and deactivate project systems after the required closeout checks and approvals

Requirements

At least 4 years of project coordination or administrative experience, ideally in construction, interior design, or a related field.
Experience controlling construction documents digitally, including drawings, specifications, permit records, tender submissions, and closeout packages.
Experience supporting tendering, trade onboarding, permits, inspections, and project closeout.
Proficiency with Procore; strong working knowledge of Microsoft 365.
Strong attention to detail and follow-through. You can manage several active projects, spot missing or inconsistent information, and escalate issues before deadlines slip.
Clear, professional communication with Project Managers, site teams, trades, consultants, landlords, city officials, and Finance.
Ability to travel to project sites throughout the Greater Toronto Area.
Familiarity with Ontario permit, construction documentation, and substantial performance processes is an asset.

Apply About employer

More about this job

Responsibilities

Maintain accurate project records and coordinate administrative workflows across project setup, tendering, trade onboarding, permits, construction readiness, and closeout. Track outstanding information, follow up with responsible parties, and assemble complete handover documentation while escalating issues to Project Managers and Site Supervisors.

Requirements

Requires at least four years of project coordination or administrative experience, ideally in construction, interior design, or a related field, along with digital construction document control and experience supporting tendering, trade onboarding, permits, inspections, and closeout. Candidates need Procore proficiency, strong Microsoft 365 skills, attention to detail, clear communication, and the ability to travel to sites across the Greater Toronto Area; familiarity with Ontario construction processes is an asset.

Skills

Project Coordination
Project Administration
Document Control
Procore
Wrike
Microsoft 365
Tendering Support
Trade Onboarding
Permit Coordination
Inspection Coordination
Construction Documentation
Closeout Coordination
Vendor Management
Attention To Detail
Professional Communication
Issue Escalation

Visa sponsorship

Not detected in the job text

Keywords

Procore
Wrike
Matterport
Microsoft 365
Construction
Commercial Interiors
Project Setup
Document Control
Contracts
Budgets
Drawings
Specifications
Tendering
Cost Codes
Trade Onboarding
Insurance Certificates
WSIB Clearances
Safety Documents
Bonds
Permits
Inspections
Shop Drawings
Consultant Signoff
As-Builts
Warranties
Substantial Performance
Form 9
Project Closeout
Greater Toronto Area

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