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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.

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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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