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Added 35 mins ago
E
Office Administrator
EllisDon
Toronto, ON · ON · Ontario Projects
- Full-time
You as an Office Administrator, Facilities Services will:
Added 49 mins ago
TC
Office and Safety Administrator
Turn-Key Controls
Langley (District), BC · Langley, BC
- Full-time
The Office Administrator supports project pre-production and financial administration across Turn-Key Controls Ltd. This role is the primary point of contact for SAP project setup and…
Added 50 mins ago
AP
BILLING ADMINISTRATOR
AFD Petroleum Ltd.
Edmonton, AB
- Full-time
Job Summary: Our Billing Administrator makes sure every delivery, service, and shipment turns into an accurate, on-time invoice. You’ll compile billing data, calculate fees and rates, and…
Added 2 hours ago
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Expression of Interest - 1.0 FTE - RECE (Registered Early Childhood Educator) at St. Patrick CES (K)
Waterloo Catholic District School Board
Kitchener, ON
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Perform related administrative functions as required such as attendance and billing in the extended day program
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Expression of Interest - 1.0 FTE - RECE (Registered Early Childhood Educator) at Holy Family(R)
Waterloo Catholic District School Board
New Hamburg, ON
- Full-time
Perform related administrative functions as required such as attendance and billing in the extended day program
Added 2 hours ago
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Toronto, ON
- $70,000 to $80,000 CAD / year
- Full-time
The Accounts Payable Administrator is responsible for providing administrative support to the Finance team in an efficient, effective, and accurate manner. To deliver quality accounting,…
Added 2 hours ago
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Accounts Payable Administrator
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Toronto, ON · North York, ON
- Full-time
The Accounts Payable Administrator is responsible for providing administrative support to the Finance team in an efficient, effective, and accurate manner. To deliver quality accounting,…
Added 2 hours ago
Senior Data Specialist, Retro Administration
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The Senior Data Specialist serves as the primary administrator and subject matter expert for the TAI Reinsurance Administration platform supporting Retro Operations. This role is…
Added 6 hours ago
CF
IP Contract Administrator
Classic Fire + Life Safety
Toronto, ON
- Full-time
The Contract Administrator supports financial activities for CFLS interior projects. The incumbent will ensure accuracy in projects set up, invoice and credit along project progressions and…
Added 6 hours ago
H
Dental Administrator
HealthOne
Toronto, ON
- $23 to $27 CAD / hour
HealthOne is seeking a highly motivated and detail-oriented Dental Administrator to be part of our North York Clinic. As an integral member of HealthOne Dental, one of eight specialized…
Added 6 hours ago
F
Service Writer
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- Full-time
Work with the Parts team to support accurate parts allocation and billing.
Added 7 hours ago
LH
Clinic Administrative Lead
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Barrie, ON
- Full-time
…providing hands-on support to the immediate Medical Office Administrator/Medical Assistant (MOA/MA) staff, the Clinic Administrative Lead will be responsible for building relationships with…
Added 7 hours ago
A
Medical Office Assistant
Adecco
Toronto, ON · East York, ON
- Temporary
Medical Office Administrator (part-time, temporary)
Added 15 hours ago
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Dental Administrator
HealthOne
Toronto, ON
- $25 to $27 CAD / hour
HealthOne is seeking a highly motivated and detail-oriented Dental Administrator to be part of the launch of our new Toronto Metro Centre Clinic, opening in early November.. As an integral…
Added 22 hours ago
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Property Administrator
Great Gulf
Toronto, ON
- Full-time
Reporting to the General Manager, the Property Administrator is responsible for providing support across all day-to-day administrative activities for the assigned portfolio(s), spanning…
Added 22 hours ago
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Branch Administrator - Temporary 18-month contract
TK Elevator
Burnaby, BC
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…documentation, ownership and management changes, and warranty-related billing…
Added 1 day ago
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Service Administrator
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Edmonton, AB
- Full-time
Accountable/responsible for the development of service administration and billing for both internal & external customers. Field and respond to customer inquiries.
Added 1 day ago
S
Administrateur(-trice) de contrats / Contracts Administrator
Smardt
Dorval, QC
- Full-time
Added 1 day ago
S
Administrateur(-trice) de contrats / Contracts Administrator
Smardt
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Added 1 day ago
BC
Executive Advisor, Legal Services
Build Canada Homes | Maisons Canada
ON · Ontario, Canada
- Full-time
Acts as the liaison with outside legal counsel on billing matters related to the corporation. Tracks the approval and processing of legal invoices to ensure timely payment.
Added 1 day ago
SC
Office Administrator / Bookkeeper / HR Administrator
SCG Calgary Inc.
Calgary, AB
- Full-time
We are currently seeking a highly organized, detail-oriented, and motivated Office Administrator / Bookkeeper / HR Administrator to join our growing team.
Added 1 day ago
GE
Administrateur (trice) Service à la Clientèle / Customer Service Administrator
GFL Environmental Inc.
Saint-Hyacinthe, QC
- Full-time
Added 1 day ago
O
Sales, Export and IT Administrator
OSCP
Montreal, QC
- Full-time
Pricing stays with sales. Billing stays with finance.
Added 1 day ago
EM
Registered Massage Therapist
ELITE MVMT | Rehab & Performance
Toronto, ON
- Full-time
Admin support. A dedicated clinic administrator handles scheduling, bookings, and client communication, so your time goes to clients.
Added 1 day ago
CA
Float Patient Care Coordinator
Canadian Addiction Treatment Centers
Brockville, ON
- Up to $19.57 CAD / hour
- Full-time
Completion of a Medical Office Administrator program and or similar certificate is an asset.

Clearspace

Project Administrator

Toronto, ON, Canada

Full-time

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Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Apr 4, 2027
Experience: At least 4 years of project coordination or administrative experience, ideally in construction, interior design, or a related field.
Posting language: English
Posted: Oct 6, 2026

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.

Tasks

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 from project setup and tendering through permits, construction readiness, turnover, and closeout. Track outstanding submissions, follow up with responsible parties, and prepare complete handover documentation while escalating gaps or delays to the Project Manager and Site Supervisor.

Requirements

At least four years of project coordination or administrative experience is required, ideally in construction, interior design, or a related field, along with experience supporting document control, tendering, trade onboarding, permits, inspections, and closeout. Candidates should be proficient with Procore, have strong working knowledge of Microsoft 365, communicate clearly, manage multiple projects with attention to detail, and be able to travel to sites across the Greater Toronto Area.

Skills

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

Visa sponsorship

Not detected in the job text

Keywords

Procore
Wrike
Matterport
Microsoft 365
Project Setup
Document Control
Construction Drawings
Specifications
Tendering
Bid Records
Cost Codes
Trade Onboarding
Vendor Information
Insurance Certificates
WSIB Clearances
Safety Documents
Bonds
Permits
Inspections
Shop Drawings
Consultant Signoff
As-Built Drawings
Warranties
Closeout Packages
Substantial Performance
Form 9
Greater Toronto Area

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