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Added 59 mins ago
M(
[C] Salesforce Engineer / Developer
MLSE (Maple Leaf Sports & Entertainment Partnership)
Toronto, ON · Scotiabank Arena
- Part-time
We're more than a workplace. We are a team of passionate people, boldly building the future of sport and entertainment, together. We believe in the power of play, the strength of…
Added 3 hours ago
A
Facilities Administrator
Actalent
Calgary, AB
- $25 to $30 CAD / hour
- Contract
The Facilities Technician works within a collaborative, down-to-earth, and supportive project services team that provides administrative support to a broader facilities group. This position…
Added 4 hours ago
B
Construction administrator
BPA
Halifax, NS
- Full-time
BPA is more than an engineering firm - it’s a passionate team shaping the buildings and infrastructure of tomorrow. With offices across Canada, our expertise in sustainable design and…
Added 8 hours ago
IC
Business Specialist
IT Connex
Toronto, ON · Greater Toronto Area, Canada
- Full-time
The IT Business Analyst role is to support the Business Applications team in the planning, design, development, and support of efficient business systems within core organizational…
Added 8 hours ago
C
Senior Systems & Network Administrator (Windows, Linux, Cisco & F5)
CGI
Toronto, ON
- Full-time
We are seeking a highly skilled Senior Systems & Network Administrator to join our Infrastructure & Operations team. This role is responsible for the administration, maintenance,…
Added 10 hours ago
B
Construction Administrator
BPA
Gatineau, QC
- Full-time
BPA is more than an engineering firm - it’s a passionate team shaping the buildings and infrastructure of tomorrow. With offices across Canada, our expertise in sustainable design and…
Added 12 hours ago
HW & SW Applications Admin 1
Celestica International LP
Toronto, ON
Cross-functional Partner: Strong communication skills to interact directly and efficiently with HPS Design Center engineers, project managers, and global infrastructure tier-3 teams.
Added 13 hours ago
C
HW & SW Applications Admin 1
Celestica
Toronto, ON
- Full-time
Cross-functional Partner: Strong communication skills to interact directly and efficiently with HPS Design Center engineers, project managers, and global infrastructure tier-3 teams.
Added 13 hours ago
JI
Manager, People Development
J.D. Irving, Limited
Saint John, NB
- Full-time
We are seeking candidates for the role of Manager, People Development with our Corporate Human Resources team based full-time out of our head office in Saint John, New Brunswick.
Added 14 hours ago
S
Senior Specialist, IT Operations (Service Management)
SaskPower
Regina, SK
- Full-time
…challenging careers will help you grow, while being surrounded by a team committed to safety, openness, collaboration and accountability. We offer highly competitive salaries and benefits…
Added 14 hours ago
BP
Senior Production Engineer Scheduling
BNP Paribas
Montreal, QC
- Full-time
Liaises with upstream/downstream systems owners, Project and task management, Drives the technical projects from requirements gathering through to design, build and run phases. Ensures the…
Added 14 hours ago
SC
Office Administrator / Bookkeeper / HR Administrator
SCG Calgary Inc.
Calgary, AB
- Full-time
…solutions. With a focus on craftsmanship, efficiency, and modern design, SCG Calgary transforms residential, commercial, and industrial spaces to meet the evolving needs of clients.…
Added 15 hours ago
C
Senior Project Manager (Commercial Interiors)
Clearspace
Toronto, ON
- Full-time
As a team lead, you co-lead a delivery pod alongside a Lead Designer, overseeing a team that typically includes a Designers, Project Manager(s) and Project Administrator(s).
Added 16 hours ago
W
Contract Administrator
WSP
Toronto, ON
- Full-time
…cities, the GTA region is at the forefront of architectural design. Our team specializes in the design of world-class transportation facilities and sports and entertainment venues. The…
Added 16 hours ago
BH
Director, Facilities Management – Engineering – #505-26
Brightshores Health System
Owen Sound, ON
- Full-time
…integrated areas: major capital infrastructure planning and project delivery, including space planning and relocations; and multi-site plant operations and maintenance, including asset…
Added 17 hours ago
MUSEUM SITE COORDINATOR
City of Toronto
Toronto, ON
Added 18 hours ago
TT
Intermediate Civil Engineer
Torus Talent
Surrey, BC
- $90,000 to $120,000 CAD / year
- Full-time
A respected BC-based civil engineering consultancy is seeking an Intermediate Civil Engineer to join its growing Surrey team. The successful candidate will support municipal capital works…
Added 18 hours ago
TC
Vice President, Fund Accounting - Private Assets (Quality Assurance)
The Citco Group Limited
Toronto, ON
- Full-time
As a core member of our Private Assets team, you will be working with some of the industry’s most accomplished professionals to deliver award-winning services for complex fund structures…
Added 18 hours ago
BH
Director, Facilities Management - Engineering #505-26
Brightshores Health System
Owen Sound, ON
- Full-time
…integrated areas: major capital infrastructure planning and project delivery, including space planning and relocations; and multi-site plant operations and maintenance, including asset…
Added 19 hours ago
C
Project Administrator
Clearspace
Toronto, ON
- Full-time
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…
Added 19 hours ago
C&
Administrateur en courtage immobilier/Brokerage Administrator
Cushman & Wakefield
Montreal, QC
- Full-time
The Brokerage Administrator role will be responsible for supporting a team of Montreal, QC based commercial real estate brokers. This position manages team coordination and organization,…
Added 20 hours ago
RH
Database Administrator
Robert Half
Toronto, ON
- $80,000 to $90,000 CAD / year
- Full-time
Our client is seeking a Database Administrator to join their technology team and play a key role in maintaining and evolving a growing data ecosystem.
Added 1 day ago
DE
Office Administrator
Design Electronics
Niagara Falls, ON
- Full-time
Design Electronics provides complete, turn-key technology and AV services, with a team dedicated to ensuring seamless integration through every stage of the installation process, which…
Added 1 day ago
R
Senior ServiceNow Developer
Raise
Calgary, AB
- Full-time
…within a dynamic enterprise environment. You will lead the design, development, configuration, and implementation of complex ServiceNow solutions while providing technical guidance and…
Added 1 day ago
PC
ERP Risk, Controls & Security Solutions Manager
Pwc Canada
Toronto, ON
- Full-time
…of an ERP implementation; Implementation support including project management and governance; Risk management and assurance over large transformation technology initiatives; Design and…

Clearspace

Project Administrator

Toronto, ON, Canada

Full-time

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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.

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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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