Project Administrator

Company operating name: Clearspace Offices Inc. Business Address: 1 Adelaide St E, Toronto ON M5C 2V9Title of Position: Project AdministratorAbout 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 performanceCreate new projects in Clearspace’s systems and platforms (Procore, Wrike, Notion, Matterport, Google Workspace, MS Teams)Manage and organize all project documentation, ensure proper documentation and recordkeeping throughout project progress including construction start-up/closeout documents, permits, timesheets, invoicesReview relevant data to prepare, maintain and analyze project-related reports and plans, ensuring accuracy, timely submission and completion within budgetary parametersAct as the main point of contact between internal teams and external stakeholders, including subcontractors, city officials, and suppliersCoordinate and manage activities such as permit submissions process, scheduling City inspections, and organizing site photographyManage and update project information and role assignments in project management platform, ProcoreCoordinate procurement activities, including tracking materials and ensuring timely delivery of materialsEnsure all tasks are completed on time by following up on outstanding items and gathering any missing detailsAssist the Site Operations team with job site setup, logistics, compliance with safety protocols, and other operational needs as requiredSupport the team with other administrative tasks as neededJob requirements:

4+ years of experience in project coordination or administrative support ideally in construction, interior design, or related fieldsA minimum of 3 years working in design & build projects in commercial real estate, preferably in office fit-outsExperience with digital management of construction documentation (i. e. drawing sets, markups, site instructions, specifications, startup/closeout documents)Experience with tender package preparationComfortable with travel to project sites within the Greater Toronto AreaExcellent organizational skills, with a strong attention to detail and the ability to follow workflows and checklists accuratelyProficiency 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 skillsProven ability to manage multiple tasks and prioritize effectively, while coordinating with various stakeholdersStrong communication skills with experience working alongside external vendors and partnersAbout The Way We WorkAn 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 watchingGrit - We don’t give up when it’s tough.

We get back up after we failTreat People Well - We build relationships based on respect and transparencyOwnership- We take the initiative; we own the resultsContinuous Improvement - We push our limits to be better. We are never complacentClearspace is an equal opportunity employer strongly committed to diversity and inclusion. Join us and build something incredible!Language of work: EnglishLocation of work: 1 Adelaide St E, Toronto ON M5C 2V9 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 basisTerms of employment:

full-time position, 40 hours a week Benefits: 15 vacation days annuallyExtended medical, dental, vision care, life insuranceEligible for coverage of mileage/transit expenses for travel to project sitesEligible for reimbursement of out-of-pocket expenses in accordance with Company’s expense policyMay be eligible for occasional discretionary bonuses in line with the company policyContact information: 3000-1 Adelaide St E, Toronto ON M5C 2V9Phone: 1-888-502-5327\Powered by JazzHRmnRiEJhE04