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Added 8 mins ago
PC
Senior Business Systems Engineer - 1751 - 175325 - 175490
Piper Companies
ON · Durham, ON
- Full-time
Keywords: Senior Business Systems Engineer, Business Systems Analyst, ERP Engineer, ERP Administrator, NetSuite, Oracle ERP, SAP, Microsoft Dynamics, Workday, Enterprise Applications,…
Added 23 mins ago
MG
Technical Analyst
Michael Garron Hospital
Toronto, ON
- Full-time
…proficiency in the day-to-day operations (support and IMACD) and project related tasks, ensuringadherence to best…
Added 37 mins ago
WC
Plant Administrator
WorkSi Consulting.
Mississauga, ON
- $30.5 CAD / hour
- Full-time
The Plant / Operations Administrator provides essential support for smooth operations, handling inspection, administrative and logistical support while working collaboratively with other…
Added 1 hour ago
B
Construction Administrator
BPA
Gatineau, QC
- Full-time
…understand how construction really works on site. As a Construction Administrator with a background in mechanical or electrical systems and strong project management skills, you will play a…
Added 1 hour ago
B
Facility Manager III
BGIS
Orillia, ON
- Full-time
Project Management roles to lead and execute projects,
Added 2 hours ago
PE
HSE Administrator
Phasor Engineering Inc
Calgary, AB
- Full-time
We are seeking an organized, proactive, and people-focused HSE Administrator to join our team. In this role, you will support the administration and continuous improvement of Phasor…
Added 2 hours ago
AS
Contract Administrator
Aker Solutions
St. John's, NL
- Full-time
Our team in St. John's, NL is growing and we're seeking a Contracts Administrator to support our Contracts Management group!
Added 2 hours ago
B
Facility Manager III
BGIS
Orillia, ON
- Full-time
Project Management roles to lead and execute projects,
Added 2 hours ago
YG
Project Administrator
York Group
Edmonton, AB
- Full-time
The Project Administrator assists all facets of the organization, with a particular focus on managing project insurance, utility applications, and permits. This individual enables…
Added 3 hours ago
HW & SW Applications Admin 1
Celestica International LP
Toronto, ON
We are seeking a highly technical, execution-focused Hardware & Software Engineering Applications System Administrator to support the core engineering applications environment for the…
Added 3 hours ago
C
HW & SW Applications Admin 1
Celestica
Toronto, ON
- Full-time
We are seeking a highly technical, execution-focused Hardware & Software Engineering Applications System Administrator to support the core engineering applications environment for the…
Added 3 hours ago
SC
Service Now Administrator & Developer
Sheridan College
Oakville, ON
- Full-time
ServiceNow Certified Systems Administrator (CSA) Certification.
Added 3 hours ago
CO
Manager of Parking Enterprise
City of Kitchener
Kitchener, ON
- Part-time
Lead, mentor and develop a dedicated team of 4 Parking Operations professionals, 1 Parking Operations Project Manager, 1 Parking Administrator and up to 35 part-time Parking Attendants…
Added 3 hours ago
JI
Manager, People Development
J.D. Irving, Limited
Saint John, NB
- Full-time
This role also provides leadership and direction to the Learning & Development Administrator while ensuring operational excellence across the learning portfolio. The salary range for this…
Added 4 hours ago
SH
SAP Contract Administrator (12-Month Term)
Siemens Healthineers
Oakville, ON
- Full-time
The SAP Contract Administrator is responsible for processing of all commercial/financial aspects of our daily business during the project realization phase for our long-term Healthineers…
Added 4 hours ago
RB
IT Operations Team Lead
Robert B. Somerville Co. Limited
King City, ON
- Full-time
Added 4 hours ago
S
Senior Specialist, IT Operations (Service Management)
SaskPower
Regina, SK
- Full-time
ServiceNow Certified System Administrator (CSA)
Added 4 hours ago
IT
HR and Payroll Administrator
InTandem Talent
AB · Kitimat, BC · Calgary, AB · Edmonton
- Full-time
SB Canada is hiring HR and Payroll Administrators to support the workforce on a major industrial deep foundations project in Kitimat, BC. You will own the people side of site…
Added 4 hours ago
MU
Research Ethics Administrator
McGill University
Montreal, QC
- Full-time
The Research Ethics Administrator (REA) works alongside the Research Ethics Officer throughout the ethics review process of the clinical research. The REA advises researchers and study…
Added 5 hours ago
WI
Senior Construction Inspector
WSP in Canada
Sarnia, ON
- Full-time
…Sarnia, ON. Working in the field with contractors, clients, and project teams, you will apply your inspection and contract administration experience to help confirm that work is completed…
Added 5 hours ago
UO
Education Program and Admin Assistant
University of Manitoba
Winnipeg, MB
- $48,448.4 to $66,266.2 CAD / year
- Full-time
Reporting to both the Academic Administration Lead and the Senior Administrator for the Department Head/Provincial Medical Specialty Lead, the incumbent provides comprehensive…
Added 5 hours ago
WI
Senior Construction Inspector
WSP in Canada
London, ON
- Full-time
…Sarnia, ON. Working in the field with contractors, clients, and project teams, you will apply your inspection and contract administration experience to help confirm that work is completed…
Added 5 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 5 hours ago
SC
Office Administrator / Bookkeeper / HR Administrator
SCG Calgary Inc.
Calgary, AB
- Full-time
…excellence and long-lasting partnerships, our company ensures every project reflects precision, functionality, and…
Added 5 hours ago
Legal & Compliance Specialist
WF Group Inc.
Toronto, ON · Kitchener, ON
Coordinate reviews with Finance, Operations, project leadership, Information Technology, Human Resources, insurance advisors, executive leadership, and other subject-matter experts.

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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