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Added 4 mins ago
DG
Manager - Gestionnaire de projet (Fly-in / Fly-out)
Dexterra Group
Mirabel, QC
- Full-time
The duties and responsibilities of the Project Supervisor include, but are not necessarily limited to, the following:
Added 4 mins ago
DG
Manager - Gestionnaire de projet (Fly-in / Fly-out)
Dexterra Group
Val-d'Or, QC
- Full-time
The duties and responsibilities of the Project Supervisor include, but are not necessarily limited to, the following:
Added 4 mins ago
UO
CUPE - Fall 2026 - Research Assistant - J. Ynes Ada Tchoukou - CML
University of Ottawa
Ottawa, ON · Fauteux Hall
- Part-time
The Research Assistant will contribute to a research project examining access to justice for racialized students within human rights, complaint, and appeal processes at selected Ontario…
Added 4 mins ago
UO
CUPE - Spring/Summer 2027 - Research Assistant - J. Ynes Ada Tchoukou - CML
University of Ottawa
Ottawa, ON · Fauteux Hall
- Part-time
The Research Assistant will contribute to a research project examining access to justice for racialized students within human rights, complaint, and appeal processes at selected Ontario…
Added 4 mins ago
UO
CUPE - Winter 2027 - Research Assistant - J. Ynes Ada Tchoukou - CML
University of Ottawa
Ottawa, ON · Fauteux Hall
- Part-time
The Research Assistant will contribute to a research project examining access to justice for racialized students within human rights, complaint, and appeal processes at selected Ontario…
Added 4 mins ago
Automation Systems Designer
JENOPTIK AG
Barrie, ON
Performance-based bonuses tied to organizational performance and your success in achieving annual project goals set/reviewed annually with your Supervisor.
Added 4 mins ago
Maintenance Supervisor
Cargill
Lethbridge, AB
The Maintenance Supervisor will coordinate the repair and maintenance of machinery, vehicles and equipment. We seek a professional who will focus on tactical and operational activities and…
Added 19 mins ago
BW
Plant Supervisor (Water Treatment, Mining)
BQE Water
Vancouver, BC
- Full-time
…development, and off-season opportunities for training and project support with an industry-leading international…
Added 33 mins ago
TU
Student Information and Program Assistant
The University of British Columbia
Vancouver, BC
- $4,582 to $4,816 CAD / month
- Full-time
…times of the year. In addition to the reception area, a shared project workspace is provided, where staff focus on their project specific…
Added 33 mins ago
WC
Plant Administrator
WorkSi Consulting.
Mississauga, ON
- $30.5 CAD / hour
- Full-time
Review the instructions for each project and communicate them to the line leads.
Added 33 mins ago
IH
Project Lead | Evaluation
Interior Health Authority
Kelowna, BC
- Full-time
Interior Health is looking for an experienced Project Lead, Evaluation to join our team on a full-time term basis that is expected to last until October 2027.
Added 33 mins ago
WC
Contaminant Retrieval (CR Admin)
WorkSi Consulting.
Mississauga, ON
- $25.77 CAD / hour
- Full-time
Review the instructions for each project and communicate with the supervisor to establish priorities.
Added 48 mins ago
SI
Maintenance Licensed - Millwright
Saputo Inc.
Georgetown, ON
- Full-time
Works with other trades groups to repair breakdowns, complete project assignments and provide training to Plant staff as required.
Added 1 hour ago
GO
Supervisor
Government of Manitoba
Winnipeg, MB
- Full-time
Manitoba Advanced Education and Training is seeking a highly motivated individual to fill a Supervisor position in Winnipeg.
Added 1 hour ago
E
Lead Roving Technician
e-STORAGE
Kitchener, ON
- Full-time
With our innovative SolBank lithium-iron phosphate battery technology and comprehensive project services, we’re not just building products we’re powering communities and making a difference…
Added 1 hour ago
U
Research Associate
UNSW
ON · Durham, ON
- Full-time
Conduct research in line with the project’s aims independently and under limited direction of the supervisor.
Added 1 hour ago
UO
Student Information and Program Assistant
University of British Columbia
Vancouver, BC · UBCV | UBC Life Building (LIFE)
- $4,582 to $4,816 CAD / month
- Full-time
…times of the year. In addition to the reception area, a shared project workspace is provided, where staff focus on their project specific…
Added 2 hours ago
OC
Metallurgy Supervisor
Orano Canada
SK · Saskatchewan, Canada
- $134,550 to $158,300 CAD / year
- Full-time
Experience in project management will be an asset
Added 2 hours ago
MS
Party and Event Host/Service Team Member
Michaels Stores
Ancaster, ON
- Part-time
…promote commitment to the organization’s vision and values; project a positive image and serve as a role model for other Team…
Added 2 hours ago
Metallurgy Supervisor
Orano
SK · McClean Lake, Saskatchewan
Experience in project management will be an asset
Added 2 hours ago
S
Heavy Equipment Operator
SECURE
Fort McMurray, AB
- Other
Minor repairs to equipment. Report any necessary reports to the supervisor
Added 2 hours ago
AC
Apprentice Carpenter
Ackard Contractors
Edmonton, AB
- Full-time
…supports each other, and genuinely enjoys what we do. Every project is a chance to be creative, solve problems, and see the real impact of your skills. Our culture is built on honesty,…
Added 3 hours ago
LI
mechanical maintenance supervisor
Lubecore International Inc.
Acheson, AB
- Full-time
Added 3 hours ago
EC
Casual Early Childhood Educator
Edmonton Catholic Schools
AB · Greater Edmonton Metropolitan Area
- Temporary
Knowledge of program planning and project management techniques
Added 3 hours ago
SI
Mechanical Design Engineer - Line Support
Skyjack Inc.
Guelph, ON
- Full-time
Reporting to a Design Engineering Supervisor, the successful candidate will work on small to medium sized product design and development projects to resolve production issues from a design…

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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