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Added 11 mins ago
NF
Project Manager, Strategy & Technology
Nature Fresh Farms
Leamington, ON
- Full-time
We are currently looking to fill a full-time, permanent position for an Enterprise Project Manager, Strategy & Technology in our Administration Department at our Leamington office.
Added 11 mins ago
W
Procurement Specialist - Project Bid & Start Up X 16 Month Contract
Webuild
Mississauga, ON
- $90,000 to $100,000 CAD / year
- Full-time
We are hiring a Procurement Specialist - Project Bid & Start Up to step into an existing role on our Procurement Team. This position reports to the Procurement Manager.
Added 11 mins ago
PH
Speech Language Pathologist
Provincial Health Services Authority
Vancouver, BC
- Temporary
…practice activities and in ongoing quality improvement and risk management initiatives/projects. Services may be provided across a continuum of care either onsite or on outreach in…
Added 11 mins ago
PH
Clinical Informatics Analyst, Nurse
Provincial Health Services Authority
Nanaimo, BC
- Full-time
The Clinical Informatics Analyst (CIA) reports to the Manager and identifies and articulates gaps between current and future state clinical business processes, and participates in ongoing…
Added 11 mins ago
CA
Adjoint(e) administratif(ve)
Centurion Associates Inc
Montreal, QC
- Full-time
Centurion Asset Management Inc. est un chef de file reconnu dans le secteur des placements et l'industrie de la gestion immobilière. Fournissant des investissements et des logements de…
Added 11 mins ago
CA
Leasing Agent
Centurion Associates Inc
Calgary, AB
- Full-time
Our mission is to be sought after as a leading-edge, reputable, multi-disciplinary alternative asset manager; to capitalize on opportunities in new and interesting investment strategies…
Added 11 mins ago
PH
Nurse, Clinical Informatics Specialist
Provincial Health Services Authority
Victoria, BC
- Full-time
Leads in the development of organizational and/or departmental clinical change management policies and procedures as they relate to the electronic health record and clinical practice…
Added 13 mins ago
NC
Manager, Delivery Process Improvement
NAV CANADA
Ottawa, ON
- Full-time
Reporting to the Manager, Technology Enablement Services Centre of Excellence, the Manager, Delivery Process Improvement is responsible for driving continuous improvement of processes,…
Added 27 mins ago
Bilingual Senior Manager, Client Finance Operations – Québec Clients
Burson
Toronto, ON
This existing role serves as the dedicated Senior Manager for day-to-day client finance operations across assigned Québec-based clients, with primary focus on the L'Oréal program as the…
Added 42 mins ago
PF
Gestionnaire principal·e de produit | Senior Product Manager , APM & GenAI
Power Factors
Montreal, QC
- Full-time
Added 42 mins ago
V|
Commercial Contracts Manager
Veolia | North America
Oakville, ON
- Contract
management. The Commercial Contracts Manager will support the growth of the region both
Added 58 mins ago
CO
Job ID #32272: Technologist - Woodward Water & Wastewater Treatment Capital
City of Hamilton
Hamilton, ON
- Full-time
- Temporary
…staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being…
Added 58 mins ago
CO
Job ID #31637: Project Manager, Infrastructure Management - RE-POST
City of Hamilton
Hamilton, ON
- Full-time
- Temporary
Job ID #31637: Project Manager, Infrastructure Management
Added 1 hour ago
M
Manager, National Tax Services
MNP
Langley (District), BC · City of Langley, BC
- Full-time
Inspirational, innovative and entrepreneurial - this is how we describe our empowered teams. Combine your passion with purpose and join a culture that is thriving in the face of change.
Added 1 hour ago
VF
Project Coordinator
VINCE FERRO CONSTRUCTION
ON · Ontario, Canada
- Full-time
Setting up of project reporting procedures (cost reports, file logs, submittal logs, change logs, etc.)
Added 1 hour ago
A
Manager, Software Engineering
AltaML
Toronto, ON
- Full-time
We expect dramatically higher productivity from working this way. A step change, not a marginal gain. That's the baseline we hire and promote against, not an aspirational ceiling.
Added 1 hour ago
OM
Chef de projet et opérations client
Omnicom Media
Montreal, QC
- Full-time
Added 1 hour ago
RG
Associate Nurse Manager - Full-Time - RPN
Responsive Group Inc.
Perth, ON
- Full-time
The Associate Nurse Manager provides clinical and operational leadership to support the safe, respectful, and consistent delivery of resident care. Reporting to the Director of Care, this…
Added 1 hour ago
P-
Project Manager
PTI - Packaging Technologies & Inspection
Burlington, ON
- Full-time
PTI is seeking a results-driven and detail-oriented Project Manager to join our team. This is an in-office, customer-facing role responsible for managing the end-to-end execution of…
Added 1 hour ago
RM
Manager, Human Resources
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
- Full-time
The HR Manager will provide HR leadership and advisory support to an assigned portfolio of clinical and corporate departments while also providing operational oversight to HR Consultants,…
Added 1 hour ago
CO
Job ID #32266: Manager, Vacant Unit Tax & General Revenue
City of Hamilton
Hamilton, ON
- Full-time
…staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being…
Added 1 hour ago
CO
Job ID #32267: Manager, Provincial Offences
City of Hamilton
Hamilton, ON
- Full-time
Provides leadership in organizational transformation, change management, modernization initiatives, and technology enhancements to improve operational effectiveness, service accessibility,…
Added 1 hour ago
CO
Job ID #32259: Tax Registration Officer
City of Hamilton
Hamilton, ON
- Full-time
- Temporary
…staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being…
Added 1 hour ago
CO
Job ID #31786: Health, Safety & Wellness Specialist
City of Hamilton
Hamilton, ON
- Full-time
Ensures that program development and implementation utilize innovative and leading best practices and is aligned with change management best practices that addresses client needs.
Added 2 hours ago
CC
ESTIMATOR
Conwest Contracting
Vancouver, BC
- Full-time
Reports to the Vice President of Construction, and as directed by the CWC Executive Management Team.

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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