Project Administrator

About the Opportunity

Clearspace is re-imagining how office space is designed and built. We are a truly integrated design-build firmdesign studio meets general contractorfocused 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 Canadas top owners occupiers and property managers. Youll join a talented team of smart driven individuals who challenge convention and drive real change.

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 Youll 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 Managers 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.

• 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.

1. Integrity First - We do the right thing even when no one is watching.
2. Grit - We dont give up when its tough. We get back up after we fail.
3. Treat People Well - We build relationships based on respect and transparency.
4. Ownership- We take the initiative; we own the results.
5. 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!