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Added 14 mins ago
RU
Office Clerk
Ricoh USA, Inc.
Toronto, ON
- Full-time
Collects data for the completion of the monthly management report as directed by the Site Manager/Supervisor;
Added 14 mins ago
P
Spécialiste bilingue des applications cliniques - Surveillance des patients en milieu hospitalier (poste sur le terrain au Québec)
Philips
Montreal, QC
- Full-time
Planifier et dispenser des formations sur site, des mises en service et un accompagnement continu des professionnels de la santé qui utilisent les produits pour une utilisation efficace et…
Added 14 mins ago
WC
Manager, Project Management - Technology
Walmart Canada
Mississauga, ON
- Full-time
Position Summary...The Technology Project Manager is responsible for leading the planning and delivery of technology projects and high complexity initiatives across Walmart Canada. This…
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SM
Medical Radiation Technologist (CT & X-Ray)
Stevenson Memorial Hospital
Alliston, ON
- Internship
Communicates issues and concerns to the Manager.
Added 14 mins ago
SM
Medical Radiation Technologist (CT & X-Ray)
Stevenson Memorial Hospital
Alliston, ON
- Internship
Communicates issues and concerns to the Manager.
Added 14 mins ago
SM
Medical Radiation Technologist (CT & X-Ray)
Stevenson Memorial Hospital
Alliston, ON
- Full-time
Communicates issues and concerns to the Manager.
Added 14 mins ago
LH
Job Title Tenant Support Worker
Lookout Housing + Health Society
Courtenay, BC
- Internship
The Tenant Support Worker (TSW) reports to the Site Manager and works in accordance with the mission and philosophy of Lookout Housing and Health Society, including following Lookout’s Code…
Added 14 mins ago
LH
Job Title Tenant Support Worker
Lookout Housing + Health Society
Courtenay, BC
- Internship
The Tenant Support Worker (TSW) reports to the Site Manager and works in accordance with the mission and philosophy of Lookout Housing and Health Society, including following Lookout’s Code…
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BH
Physiotherapist – Allied Health #581-26
Brightshores Health System
Owen Sound, ON
- Part-time
Reporting to the Manager of Allied Health, the Physiotherapist assesses patients, plans and carries out individually designed treatment programs to maintain, improve or restore physical…
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TI
Hotel Manager
Tattingstone Inn
Wolfville, NS
- Full-time
Role Description The Hotel Manager is responsible for overseeing daily operations of Tattingstone Inn, ensuring an excellent guest experience from arrival to departure. This full-time,…
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Registered Practical Nurse – Critical Care #578-26
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Owen Sound, ON
- Part-time
Reporting to the Manager of Critical Care, Owen Sound Site, the Registered Practical Nurse (RPN) works collaboratively in an inter-disciplinary team to provide care to those patients with a…
Added 14 mins ago
LH
Job Title Program Resource Worker
Lookout Housing + Health Society
Vancouver, BC
- Full-time
The Program Resource Worker (PRW) reports to the Site Manager and works in accordance with the mission and philosophy of Lookout Housing and Health Society, including following Lookout’s…
Added 14 mins ago
SM
Medical Radiation Technologist (CT & X-Ray)
Stevenson Memorial Hospital
Alliston, ON
- Full-time
Communicates issues and concerns to the Manager.
Added 14 mins ago
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Engineer - Ground Control
Vale Base Metals
Sudbury, ON
- Full-time
…Ontario, Canada. This is a permanent position reporting to the Sr. Manager, Geomechanics Studies – Mining Geotechnical, Vale Base Metals (VBM). The role falls under the CTO’s Mining &…
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Job Title Shelter Case Worker
Lookout Housing + Health Society
Abbotsford, BC
- Full-time
The Shelter Case Worker (SCW) reports to the Site Manager and works in accordance with the mission and philosophy of Lookout Housing and Health Society including following Lookout’s Code of…
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Job Title Shelter Resource Worker
Lookout Housing + Health Society
New Westminster, BC
- Full-time
The Shelter Resource Worker (SRW) reports to the Site Manager and works in accordance with the mission and philosophy of Lookout Housing and Health Society, including following Lookout’s…
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T
Planning Manager (Demand, Supply & Production)
TempAid
Mississauga, ON
- Full-time
We are creating a new Planning Manager role to act as the quarterback of our operations. This person converts the demand signal (forecasts, sales input, and live orders) into a synchronized…
Added 14 mins ago
IF
Assistant Branch Manager
Investia Financial Services
Vancouver, BC
- Full-time
The Assistant Branch Manager is a full-time, on-site position based in Vancouver B.C. This role works closely with the Branch Manager in supporting the overall operation, development, and…
Added 14 mins ago
S
Site Supervisor – Roofing
Specified
Toronto, ON
- Full-time
…on budget, and be the link between the foremen, the project manager and the client on…
Added 14 mins ago
LH
Job Title Shelter Resource Worker
Lookout Housing + Health Society
Surrey, BC
- Full-time
The Shelter Resource Worker (SRW) reports to the Site Manager and works in accordance with the mission and philosophy of Lookout Housing and Health Society, including following Lookout’s…
Added 14 mins ago
LB
Digital project manager (Health marketing agency)
Lemieux Bédard
Montreal, QC
- Full-time
…you, here’s your chance! We are looking for a digital project manager to join our energetic and genuinely friendly team. The role can be performed from either of our offices; in Montreal or…
Added 14 mins ago
MR
Project Manager III
Motion Recruitment
Vancouver, BC
- $75 to $95 CAD / hour
- Contract
A leading Canadian wealth management and financial services organization is seeking a Senior Project Manager to join its Project Management Office (PMO) on a 12-month contract. This role…
Added 14 mins ago
S
Estimator – Service
Specified
Toronto, ON
- Full-time
…hiring a Service Estimator to strengthen its estimating and site-assessment…
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T
Data Center Manager
TEKsystems
Calgary, AB
- $110,000 to $115,000 CAD / year
- Full-time
…manage and oversee data center operations across the region. The Manager, Data Center Operations is a critical hands-on leadership role responsible for the day-to-day operational management…
Added 14 mins ago
GO
Project Engineer
Grey Owl Engineering Ltd
Calgary, AB
- Full-time
The Opportunity: The Project Engineer role is a full-time, on-site position based in Calgary, AB. Under the direction of the Senior Project Engineer or the Project Manager, the Project…

Clearspace

Project Administrator | Commercial Interiors

Toronto, ON, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: May 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: Nov 5, 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.

Benefits

3 weeks vacation + an additional week over the winter holidays
Health and dental benefits
1 day WFH, 2 days in summer
Weekly team lunches
Monthly team social events and quarterly company social events

An inclusive working environment and a vibrant company culture are at the heart of Clearspace.

These values describe who we are as Clearspacers.

Integrity First - We do the right thing, even when no one is watching.
Grit - We don’t give up when it’s tough. We get back up after we fail.
Treat People Well - We build relationships based on respect and transparency.
Ownership- We take the initiative; we own the results.
Continuous Improvement - We push our limits to be better. We are never complacent.

Clearspace is an equal opportunity employer strongly committed to diversity and inclusion. Join us and build something incredible!

Apply About employer

More about this job

Responsibilities

Maintain accurate project records and coordinate administrative workflows across project setup, tendering, trade onboarding, permits, construction readiness, and closeout. Track outstanding documents and approvals, follow up with responsible parties, and assemble complete handover materials while escalating issues to Project Managers and Site Supervisors.

Requirements

At least four years of project coordination or administrative experience is required, ideally in construction, interior design, or a related field, along with digital construction document control and experience supporting tendering, trade onboarding, permits, inspections, and closeout. Candidates should be proficient with Procore, have strong Microsoft 365 skills, communicate clearly, manage multiple projects with attention to detail, and be able to travel to sites across the Greater Toronto Area; familiarity with Ontario construction processes is an asset.

Skills

Project Administration
Project Coordination
Construction Document Control
Procore
Microsoft 365
Tendering Support
Trade Onboarding
Permit Coordination
Inspection Coordination
Project Closeout
Vendor and Contact Management
Records Management
Attention to Detail
Follow-Through
Professional Communication
Issue Escalation

Benefits

Three Weeks of Vacation
Additional Week Off During Winter Holidays
Health and Dental Benefits
One Work-From-Home Day per Week
Weekly Team Lunches
Monthly Team Social Events
Quarterly Company Social Events
Inclusive Working Environment

Visa sponsorship

Not detected in the job text

Keywords

Commercial Interiors
Design-Build
Project Administration
Project Coordination
Procore
Wrike
Matterport
Microsoft 365
Document Control
Construction Drawings
Specifications
Tendering
Cost Codes
Trade Onboarding
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
Project Handover

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