Project Administrator

Company Operating Name :   Clearspace Offices Inc.

Business Address :   901-20 Victoria Street, Toronto, Ontario, M5C 2N8

Title of Position :   Project Administrator

About Clearspace :

Clearspace is transforming the commercial real estate industry by reimagining office design and construction. As a design and build firm, we provide a one-stop solution that significantly reduces the cost and complexity of commercial construction projects. We collaborate with many of Canada's top landlords and companies. You’ll join a talented team of smart, driven individuals to rethink how office spaces are created. Join us as we revolutionize the industry and make amazing workplaces accessible to more companies!

For additional information please refer to our website at :  https : / / www.clearspace.to /

About the Opportunity :

We are looking to add a Project Administrator to support our Project Managers and help us complete construction projects efficiently, on time and within budget. This role will ensure seamless coordination of administrative processes while maintaining accurate records, providing operational support and helping us scale and deliver on our mission : Make better space available to more people.

Job duties :

• Assist Project Mangers by analyzing, overseeing and managing administrative systems and tasks across all design and build projects. Reviewing and refining administrative policies and practices, proposing improvements to existing workflows to optimize operational performance.
• Create new projects in Clearspace’s systems and platforms (Procore, Wrike, Notion, Matterport, Google Workspace, Slack).
• Manage and organize all project documentation, ensure proper documentation and recordkeeping throughout project progress including construction start-up / closeout documents, permits, timesheets, invoices.
• Review relevant data to prepare, maintain and analyze project-related reports and plans, ensuring accuracy, timely submission and completion within budgetary parameters.
• Act as the main point of contact between internal teams and external stakeholders, including subcontractors, city officials, and suppliers.
• Coordinate and manage activities such as permit submissions process, scheduling City inspections, and organizing site photography.
• Manage and update project information and role assignments in project management platform, Procore.
• Coordinate procurement activities, including tracking materials and ensuring timely delivery of materials.
• Ensure all tasks are completed on time by following up on outstanding items and gathering any missing details.
• Assist the Site Operations team with job site setup, logistics, compliance with safety protocols, and other operational needs as required.
• Support the team with other administrative tasks as needed.

Job requirements :

4+ years of experience in project coordination or administrative support, ideally in construction, interior design, or related fields.

A minimum of 2 years working in design & build projects in commercial real estate, preferably in office fit-outs.

Experience with digital management of construction documentation (i.e. drawing sets, markups, site instructions, specifications, startup / closeout documents).

Experience with tender package preparation.

Comfortable with travel to project sites within the Greater Toronto Area.

Excellent organizational skills, with a strong attention to detail and the ability to follow workflows and checklists accurately.

Proficiency in the following is mandatory : Wrike, Procore, Notion.

Proficiency in common productivity tools Google Workspace (Sheets, Slides, Docs, Gmail, GDrive).

Exceptional organization, time management and multitasking skills.

Proven ability to manage multiple tasks and prioritize effectively, while coordinating with various stakeholders.

Strong communication skills with experience working alongside external vendors and partners.

About The Way We Work

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!

Language of work :

English

Location of work :

901-20 Victoria Street, Toronto, Ontario, M5C 2N8

Travel to job sites across GTA (Eligible for coverage of mileage / transit expenses for travel to project sites)

Opportunity to telework from home on a hybrid basis

Terms of employment :

Full-time position, 40 hours a week

Benefits :

15 vacation days annually.

Extended medical, dental, vision care, life insurance.

Eligible for coverage of mileage / transit expenses for travel to project sites.

Eligible for reimbursement of out-of-pocket expenses in accordance with Company’s expense policy.

May be eligible for occasional discretionary bonuses in line with the company policy.

Contact information :

901-20 Victoria Street, Toronto, Ontario, M5C 2N8

Phone : 1-888-502-5327

Email :  [email protected]