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 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.

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. Configure and verify administrative project details such as billing periods and invoice contacts, and keep the Project Manager and Finance informed of missing information.

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. Add trades to project systems and maintain accurate vendor and contact information. 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. flag delays or discrepancies to the Project Manager and Site Supervisor.

Coordinate collection of testing certificates, inspection records, consultant signoff letters, as-builts, warranties, manuals, and other closeout documents from trades and consultants. 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 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. solid working knowledge of Microsoft 365. You can manage several active projects, spot missing or inconsistent information, and elevate 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. #

📌 Project Administrator - Construction (Toronto)
🏢 Clearspace
📍 Toronto