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Added 11 mins ago
WC
Manager, VLT Stakeholder Relations
Western Canada Lottery Corporation (WCLC)
Saskatoon, SK
- Full-time
Manage and track VLT vendor issues experienced in production, communicating the impact and significance with each vendor and all internal and external stakeholders.
Added 11 mins ago
Visual Lead - Market Mall
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…accordance with directive and with partnership of the Visual…
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Toronto, ON
- Part-time
…projects, under the direction of the Redevelopment Projects Manager or designate. The Redevelopment Projects Team is responsible for the implementation of all construction and renovations…
Added 26 mins ago
CC
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Montreal, QC
- Full-time
Reporting to the Warehouse Supervisor or Manager, the Shunter drives the shunt truck, attached trailers, and moves trailers around the yard, to and from loading docks as needed.
Added 26 mins ago
MC
Senior Manager, Data Analytics & Business Intelligence
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Mississauga, ON
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Added 42 mins ago
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Added 42 mins ago
Manager, Private Markets Portfolio Operations
Connor, Clark & Lunn Financial Group Ltd.
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Added 56 mins ago
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Under the direction of the designated IT Manager, the Application and Integration Technical Analyst is a technical lead responsible for system architecture, data strategy, and integration…
Added 56 mins ago
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Enterprise Solutions Analyst
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Toronto, ON · Greater Toronto Area, Canada
- $80,624 to $109,080 CAD / year
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Reports to: Manager, Enterprise Data and Solutions
Added 56 mins ago
EI
Quality Assurance Analyst
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Montreal, QC
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SAP Technical Lead / Manager – S/4HANA Deployment
Added 56 mins ago
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Automation Systems Designer – Mechanical (Machine Design & Robotics)
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Hamilton, ON · Greater Hamilton (Burlington) Metropolitan Area
- $70,000 to $120,000 CAD / year
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Added 57 mins ago
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…Unlimited on-line learning • Sysco product discounts • Preferred vendor discounts • Associate Resource…
Added 1 hour ago
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On behalf of our client, we are seeking an experienced Pharmaceutical Plant Manager to lead the launch of a new injectable pharmaceutical manufacturing facility. This is a high-impact…
Added 1 hour ago
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Added 1 hour ago
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Added 1 hour ago
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REPORTS TO: Project Manager / Senior Project Manager
Added 1 hour ago
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Added 1 hour ago
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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.

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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