Project Administrator
Role Overview
Clearspace is an integrated design-build firm focused on commercial interior office environments.
The Project Administrator coordinates records and administrative workflows with Project Managers, Designers, Site Supervisors, consultants, trades, and Finance, from project setup and tendering through closeout.
Project Managers retain project decisions, commercial approvals, schedules, and client outcomes; Site Supervisors lead on-site work.
Key Skills for This Role
Full Job Posting
Opportunity
Clearspace is an integrated design-build firm focused on commercial interior office environments.
The Project Administrator coordinates records and administrative workflows with Project Managers, Designers, Site Supervisors, consultants, trades, and Finance, from project setup and tendering through closeout.
Project Managers retain project decisions, commercial approvals, schedules, and client outcomes; Site Supervisors lead on-site work.
Project setup and document control
- Set up project information, team roles, and document access in Procore, Wrike, Matterport, and Microsoft systems.
- Organize and verify contracts, budgets, drawings, reports, permits, correspondence, and project records; configure billing periods and invoice contacts and flag missing information.
Tendering and trade onboarding
- Record tender bids in Procore, check amounts against bid documents and cost codes, and keep records ready for Project Manager review.
- Coordinate award paperwork, signatures, trade system setup, and vendor information.
- Request and track insurance certificates, WSIB clearances, safety documents, bonds, and other required trade submissions; follow up on gaps.
Permits and construction readiness
- Prepare permit and notice paperwork, track submissions and approvals, coordinate inspections, and retain permit status and closure evidence.
- Make sure current drawings, scans, reports, and site documentation are available; prepare administrative materials for site startup.
- Track outstanding shop drawings, samples, consultant inputs, and reports, and flag delays or discrepancies to project leads.
Completion and closeout
- Collect testing certificates, inspection records, consultant signoffs, as-builts, warranties, manuals, and other closeout documents.
- Maintain the closeout tracker, follow up on missing documents, and assemble client and landlord handover packages.
- Prepare substantial performance documentation and coordinate Form 9 publication only after milestone confirmation and required signatures.
- Record warranty dates and permit closures, update project stages, and deactivate systems after required checks and approvals.
Requirements
- At least 4 years of project coordination or administrative experience, ideally in construction, interior design, or a related field.
- Experience with digital construction document control, tendering, trade onboarding, permits, inspections, and project closeout.
- Proficiency with Procore and strong working knowledge of Microsoft 365.
- Strong detail, follow-through, communication, and ability to manage multiple projects, identify gaps, and escalate issues.
- Ability to travel to project sites throughout the Greater Toronto Area.
Additional qualification
- Familiarity with Ontario permit, construction documentation, and substantial performance processes is an asset.
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