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Added 27 mins ago
UO
Research Agreements Specialist
University of Victoria
Victoria, BC
- Full-time
…President Research and Innovation (OVPRI) and reporting to the Manager, Research Agreements, the RAS is responsible for the review and negotiation of external research funding agreements…
Added 27 mins ago
GO
Supervisor
Government of Manitoba
Winnipeg, MB
- Full-time
Reporting to the Manager of Operations, the Supervisor is responsible for employee supervision, training, onboarding, and scheduling. The position oversees daily program operations to…
Added 27 mins ago
TS
Toy Room Assistant Coordinator - Temporary
The Salvation Army in Canada
Kelowna, BC
- Full-time
To liaise with The Salvation Army Okanagan Central Community Church and Ministries through the Casework Manager with reference to additional program partnering opportunities.
Added 27 mins ago
E
Lead Roving Technician
e-STORAGE
Kitchener, ON
- Full-time
Fill in as a field site supervisor or site lead.
Added 27 mins ago
FT
Outside Sales - Territory Manager Quebec West
Fast Tire Co
Vaudreuil-Dorion, QC
- Full-time
Reporting to the Regional Sales Manager - East, the Territory Manager will have as main responsibilities market development, the coordination of sales with the customers and the internal…
Added 27 mins ago
CR
Active Living Manager
COGIR Real Estate
Ottawa, ON
- Full-time
As our next Active Living Manager you are an energetic, vibrant, and creative leader who thrives on assessing residents' needs. You will be responsible for enhancing the quality of life for…
Added 27 mins ago
MS
Production Manager
MacDonald Search Group
Vancouver, BC
- Full-time
The Production Manager is responsible for overseeing daily food manufacturing operations to ensure safety, quality, efficiency, and production targets are achieved. This role leads plant…
Added 28 mins ago
T
Senior Information Security Analyst
TD
Toronto, ON
- Full-time
Completion of a Bachelor’s degree or equivalent program in Computer Science, Management Information Systems or similar field is required.
Added 28 mins ago
SAP SuccessFactors Employee Central Payroll - Senior Consultant/ Manager
EY
Toronto, ON · Ottawa, ON · AB · Calgary, AB
We are seeking a Senior Consultant / Manager with deep expertise in SAP SuccessFactors Employee Central Payroll to join our HR Technology practice. This role is designed for professionals…
Added 28 mins ago
V
Branch Manager - West End
Vancity
Vancouver, BC
- Full-time
As a Branch Manager, you will lead branch operations, optimize member experience, and drive business development through exceptional people leadership and strategic execution within one of…
Added 42 mins ago
AC
Residence Worker - Kamloops (Full Time Position)
Active Care Youth and Adult Services
Kamloops, BC
- Full-time
Diploma in related human/social service field.
Added 42 mins ago
C
Consumer Insights Manager
CONAGRA
Mississauga, ON
- Full-time
· Undergraduate degree in Business, Marketing, or a related field; MBA considered an asset.
Added 56 mins ago
PC
Project Manager - 174860
Piper Companies
ON · Durham, ON
- Full-time
Piper Companies is seeking a Project Manager to support a certification-focused initiative for a leading organization within the technology industry. The Project Manager will oversee…
Added 56 mins ago
GG
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 56 mins ago
C
Administrative Support - Level II (Finance) (Telework/Hybrid)
CBC/Radio-Canada
Ottawa, ON
- Full-time
This role is a hybrid work arrangement. Work schedule to be discussed with the hiring Manager according to the guidelines defined by the department.
Added 56 mins ago
S&
Kitchen Manager
State & Main
Winnipeg, MB
- Full-time
Kitchen Manager Opportunity – Be Part of Our Team!
Added 56 mins ago
EB
Assistant Project Manager
Earthrise Building Services
Whitehorse, YT
- Full-time
We're looking for an Assistant Project Manager to work alongside our Project Managers as the backbone of contract administration across our active and upcoming projects.
Added 56 mins ago
C
Human Resources Manager (English Services) (People & Culture)
CBC/Radio-Canada
Toronto, ON
- Full-time
This role is a hybrid work arrangement. Work schedule to be discussed with the Hiring Manager according to the guidelines defined by the department.
Added 56 mins ago
RH
Human Resources Manager
Robert Half
Vancouver, BC
- $90,000 to $110,000 CAD / year
- Full-time
Our client, a well-established not-for-profit healthcare organization, is seeking an experienced Human Resources Manager to join its leadership team.
Added 56 mins ago
HR
OCS Senior Engineer
Hitachi Rail
Mississauga, ON
- Full-time
Interface with the Commissioning Manager to plan test and coordinate of operational activities on site according to schedule
Added 56 mins ago
C
Human Resources Manager, (People & Culture) (English Services) (Hybrid/Telework)
CBC/Radio-Canada
Toronto, ON
- Full-time
This role is a hybrid work arrangement. Work schedule to be discussed with the Hiring Manager according to the guidelines defined by the department.
Added 1 hour ago
SI
Quality Assurance Manager
Synectics Inc.
Norman Wells, NT
- $90,000 to $100,000 CAD / year
- Full-time
We are seeking an experienced Quality Assurance Manager (QAM) to oversee the Quality Assurance and Stores functions and personnel.
Added 1 hour ago
KL
Centre Director – Tarsakallak School
Kativik llisarniliriniq
Aupaluk
- Full-time
Undergraduate degree in a relevant field of study certifying a minimum three (3)-year university program or hold a senior or senior executive staff position, excluding a position as…
Added 1 hour ago
B
Construction Manager
Binnie
BC
- Full-time
Binnie is looking for a Construction Manager to join our Construction Services Group which provides construction management and supervision, quality management and assurance, contract…
Added 1 hour ago
O
Guest Experience Representative
OMERS
Toronto, ON · Scarborough Town Centre
- Part-time
We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By…

Clearspace

Project Administrator

Toronto, ON, Canada

Full-time

Apply About employer

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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