Administrator, Division Services

Clearway; Toronto; On-site; CAD 50,000 - 65,000; Full time

Benefits offered by this job

Annual Bonus Program

Group RRSP with 100% Matching

100% Company Paid Benefits

Extended Health Care

Dental Care

Vision Care

Disability Insurance

Vacation & Personal Days

Parental Leave Top-up Program

Employee Assistance Program (EAP)

Life Insurance

Wellness Programs

Free On-site Parking

Casual Dress

Job summary

Clearway is seeking a Project Administrator to provide administrative and coordination support across the preconstruction process, ensuring timely tender submissions and organized documentation. You’ll work with estimating, contracts, vendors, and operations to keep workflows efficient from opportunity through closeout.

The role reports to the Manager, Preconstruction Services and supports fluctuating workload with project schedules and awards.

Qualifications

• 2-3 years of administrative experience, ideally in construction.
• Strong organization and time management to meet deadlines.
• Proficient in Microsoft Office; capable with estimating software is a plus.

Responsibilities

• Extract information from tender documents and complete opportunity forms.
• Manage multiple email inboxes and coordinate cross‑department communications.
• Maintain project files and support post‑tender to project handovers.
• Assist in compiling budgets, updates, and handover reports.
• Coordinate bonding, insurance, and documentation for bids.
• Support estimators with tender preparation and project setup in systems.

Skills

Microsoft Office

Attention to detail

Organizational skills

Written & verbal communication

Team collaboration

Problem solving

Multitasking

Independence

Education

High School Diploma

Post-secondary in Business Administration or Construction Administration

Tools

Estimating software

Construction management systems

Job description

At Clearway we are committed to every project. We pride ourselves on a keen work ethic and more importantly, the talent and skill of our people. In fact, the Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. That is how we’ve evolved from a sewer and watermain contractor, to one of Canada’s most reputable construction companies with as many capabilities as there are needs.

Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, bridges, concrete forming, marine, environmental remediation and treatment plants / pumping stations.

If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel.

Summary:

The Administrator, Division Services provides administrative and coordination support throughout the preconstruction process, ensuring accurate and timely tender submissions, organized documentation, effective communication, and smooth project handovers. The role works closely with estimating, contracts, vendors, and operations to maintain efficient workflows, accurate tracking, and compliance from opportunity through project closeout.

The Project Administrator will report directly to the Manager, Preconstruction Services.

As a heavy civil contractor, Clearway’s workforce requirements can fluctuate with project schedules and anticipated contract awards. We are currently seeking skilled candidates to join our team and encourage qualified applicants to submit their application.

Location:

Clearway's Head Office (Maple, Ontario)

Hours of Operations:

8:00 am to 5:00 pm

Essential Duties & Responsibilities:

• Complete opportunity forms by extracting relevant information from tender documents.
• Manage multiple email inboxes, redirecting or escalating issues as necessary.
• Manage post-tender projects by maintaining project files and coordinating communications.
• Assist in compiling project budget summaries, tracking updates, and preparing project handover reports.
• Collect, verify, and coordinate all supporting documentation, ensuring completeness and compliance with internal and client requirements.
• Facilitate the transfer of project information from estimating to operations, including schedules, budgets, technical documents, and client requirements.
• Coordinate estimating closeout activities, ensuring all bid-related materials, clarifications, and client correspondence are properly archived.
• Maintain and update project trackers, ensuring data accuracy and supporting performance monitoring and forecasting.
• Coordinate bonding and insurance requirements during both the tender and preconstruction stages, ensuring the timely submission of accurate documentation to clients and stakeholders.
• Support estimators with vendor requests by creating new projects in third-party software and maintaining project details, vendor information, and related updates.
• Manage estimating projects, including downloading addenda and updating project dates as required.
• Manage and procure standard pricing information.
• Act as the primary point of contact for vendor support.
• Ensure the timely submission of bids in compliance with tender requirements.
• Assist estimators with tender preparation and submission.
• Provide occasional support in managing the general email inbox.

Requirements:

• High school diploma required; post-secondary education in Business Administration, Construction Administration, or a related field is preferred. An equivalent combination of education, training, and relevant experience will also be considered.
• 2-3 years of administrative experience required; experience in the construction industry is considered an asset.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Exceptional attention to detail and a high degree of accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint); experience with estimating software or construction management systems is considered an asset.
• Excellent written and verbal communication skills.
• Strong interpersonal skills, with the ability to collaborate effectively across multiple departments and teams.
• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
• Self-motivated, with the ability to work independently while contributing effectively as part of a team.
• Strong problem-solving skills and the ability to adapt to a fast-paced environment.
• Must be legally eligible to work in Canada. Work permit sponsorship is not available for this position.
  

Benefits:

• Competitive Salary with annual cost of living increases
• Annual Bonus Program
• Group RRSP with 100% Matching
• 100% Company Paid Benefits
• Extended Health Care
• Dental Care
• Vision Care
• Disability Insurance
• Vacation & Personal Days, plus Paid Holiday Shutdown
• Parental Leave Top-up Program
• Employee Assistance Program (EAP)
• Life Insurance
• Wellness Programs
• Free On-site Parking
• Casual Dress

Salary Range: $50,000 - $65,000 (CAD)

The posted salary range is intended to provide transparency and may vary based on experience, skills, and qualifications.

AODA:

Clearway is committed to maintaining an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Disability-related accommodation during the application process is available upon request.