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Added 6 mins ago
AN
Cook - Interim Full-Time until incumbent returns
A New Tomorrow Treatment Solutions Ltd.
Kamloops, BC
- Full-time
Reporting to the Manager of Support Services, the Cook is responsible for ensuring that clients receive meals and snacks as dictated by the menu. The Cook will endeavor to provide clients…
Added 6 mins ago
EC
Operations Manager
ESS Compass
Smithers, BC
- Full-time
…position supervises both food service and housekeeping teams on site, facilitating efficient and collaborative operations. In partnership with the Executive Chef, responsibilities include…
Added 6 mins ago
WO
Health Care Aide - Functional Enhancement Unit
William Osler Health System
Toronto, ON · Etobicoke, Ontario
- Part-time
The Health Care Aide will report to the Clinical Services Manager. Under the direction/supervision of the clinical team, the successful candidate will perform direct patient care in…
Added 6 mins ago
WO
Registered Practical Nurse - Functional Enhancement Unit
William Osler Health System
Toronto, ON · Etobicoke, Ontario
- Part-time
…The successful candidate will report to the Clinical Services…
Added 6 mins ago
UH
Clinical Research Study Assistant
University Health Network
Toronto, ON
- Full-time
As part of a team performing similar work and under the direction of the Clinical Research Manager and/or senior staff, the CRSA will collaborate with MDs and multidisciplinary healthcare…
Added 6 mins ago
HH
Project Manager, Redevelopment and Facilities
Halton Healthcare
Oakville, ON
- Contract
Working under the direction of the Director, Facilities, Construction & Retail Operations, the Project Manager will serve as the primary liaison between Hospital operations and the…
Added 18 mins ago
W(
Manager, Community Services
WINS (Women In Need Society)
Calgary, AB
- Full-time
The Manager, Community Services leads the Community portfolio, including community programs, Community Resource Hub programming, community support services, basic needs connections,…
Added 18 mins ago
IT
Product Support Specialist II
IBC Technologies Canada
Burnaby, BC
- $64,000 to $74,000 CAD / year
- Full-time
This role will support the IBC Canada business site, based in Burnaby,Canada.
Added 18 mins ago
RD
restaurant assistant manager
Robin's Donuts
Paradise, NL
- Full-time
Added 18 mins ago
WC
Manager, Maintenance - Building Services & Capital Projects (2026-323-HHS)
WoodGreen Community Services
Toronto, ON
- Full-time
…leadership to Building Services staff and to assist the Housing Manager in developing maintenance programs, budgets, inventory and personal…
Added 18 mins ago
BC
Senior Manager, Data & AI
BDO Canada
Vancouver, BC
- Full-time
BDO Digital’s Vancouver office is looking for a Senior Manager to join our Data & AI Consulting Practice team and own the following responsibilities:
Added 18 mins ago
GC
Bilingual Translation Analyst
Grainger Canada
Vaughan, ON
- Full-time
…Analyst will report directly to the Onsite Search & Content Manager and is an affiliated team member of the Grainger Canada Merchandising…
Added 18 mins ago
AB
Communications Coordinator
Alberta Beverage Container Recycling Corporation
Calgary, AB
- Full-time
Reporting to the Communications Manager, the Communications Coordinator will execute and support Sustainability & Communications department activities as included in the annual strategic…
Added 20 mins ago
A
Finance Manager
AMJ
AB · Edmonton, AB
- Full-time
AMJ is a reputable and fast-paced moving company seeking an experienced and detail-oriented Finance Manager to join our accounting team in Edmonton, AB. Reporting to the General Manager and…
Added 20 mins ago
PI
Contract Manager
Pantheon Inc
AB · Edmonton, AB
- Full-time
Contracts lead is the primary commercial interface for the site.
Added 20 mins ago
NF
Commercial Manager - Construction
Natural Forces
Halifax, NS
- Temporary
As the Commercial Manager - Construction, you will play a key role in supporting the delivery of renewable energy construction projects across Canada and internationally. Working closely…
Added 20 mins ago
VA
Chargé de projet | Project Manager
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- Full-time
…by communities around the world. We’re looking for a Project Manager who enjoys solving technical challenges, coordinating multidisciplinary teams, and seeing projects move from an idea on…
Added 20 mins ago
WH
Senior Electrical Design Engineer
Waterstone Human capital
Toronto, ON
- Full-time
Support commissioning, startup, and on-site troubleshooting for equipment you've designed
Added 20 mins ago
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Senior Procurement Specialist
Vaco by Highspring
Toronto, ON
- $81,000 to $115,000 CAD / year
- Full-time
Job Type: Permanent, 3 days on-site, Toronto, ON
Added 20 mins ago
PG
Project Manager
Prodigy Group
Vancouver, BC
- Full-time
We are looking for a Project Manager to join our Vancouver team!
Added 20 mins ago
T
Account Executive
TriMech
Quebec, QC · Greater Quebec City Metropolitan Area
- Full-time
Prospect in respective territories through cold calling, using Zoom Info and setting up meeting on site.
Added 22 mins ago
D
HOUSEKEEPER - Northern Manitoba Remote Camp Operations
Dexterra
Winnipeg, MB
- From $1,445 CAD / week
- Full-time
…ensuring the cleanliness of rooms and dorms throughout the site. Housekeepers work with the Housekeeping Lead and Camp Manager to follow the company standards for quality and site…
Added 22 mins ago
D
JANITOR - Northern Manitoba Remote Camp Operations
Dexterra
Winnipeg, MB
- From $1,445 CAD / week
- Full-time
Janitors are a vital asset to our team and play an integral role in ensuring the cleanliness of site. Janitors work with the Lead Housekeeper, Camp Manager, and the Recruitment Coordinator…
Added 22 mins ago
IR
On Site Service Desk Analyst
IME RESOURCES LLC
Vaughan, ON · Concord, ON
- $30 to $40 CAD / hour
- Full-time
FunctionAbility is currently seeking an On Site Service Desk Analyst to join our team!
Added 22 mins ago
Principal Product Manager - Platform Security
PagerDuty
Toronto, ON
PagerDuty is seeking a Principal Product Manager, Platform Security to own the strategy and execution of how we secure, harden, and defend our Operations Cloud platform. This role sits…

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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