Administrator & Fundraising Coordinator

Pesce & Associates; Toronto; On-site; CAD 55,000 - 76,000; Full time

Job summary

Clearspace is seeking a Project Administrator to organize and manage commercial interior projects from setup through closeout. You will coordinate with Project Managers, Designers, Site Supervisors, consultants, trades, and Finance to keep information accurate and on schedule.

You will own project coordination records, support tendering and permits, and ensure readiness for construction. This role requires strong Procore and Microsoft 365 skills, attention to detail, and the ability to travel

Qualifications

• 4+ years of project coordination or administrative experience, ideally in construction or interior design.
• Experience managing construction documents digitally, including drawings, specs, permits, tenders, and closeouts.
• Proficiency with Procore and strong Microsoft 365 skills; attention to detail and reliable follow-through.

Responsibilities

• Set up and maintain project information and documents in Procore, Wrike, Matterport and Microsoft.
• Organize contracts, budgets, drawings, reports, permits, and other records; keep information accessible.
• Coordinate billing periods and invoice contacts; keep PM and Finance informed.
• Support tendering by recording bids in Procore and verifying against documents.
• Coordinate award paperwork, add trades, and maintain vendor/contact info.
• Prepare permit paperwork, track submissions, and ensure site startup materials.
• Track shop drawings, consultant inputs, and flag delays to PM and Site Supervisor.
• Coordinate collection of testing certificates, closeout documents, and handover.
• Maintain the closeout tracker and assemble a complete handover package for the client and landlord.

Skills

Procore proficiency

Microsoft 365

Attention to detail

Communication

Tools

Procore

Microsoft 365

Job description

Full-time

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 work with many of Canada's top owners, occupiers, and property managers. You'll join a talented team of smart, driven individuals who challenge convention and drive real change.

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.

What You'll Do

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. Check that current information is accurate, filed correctly, and accessible to the people who need it.
• Configure and verify administrative project details such as billing periods and invoice contacts, and keep the Project Manager and Finance informed of missing information.

Tendering and Trade Onboarding

• 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.
• Coordinate award paperwork and signatures after decisions are made. Add trades to project systems and maintain accurate vendor and contact information.
• Request, track, and file insurance certificates, WSIB clearances, safety documents, bonds, and other required trade submissions. 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.
• Track outstanding shop drawings, samples, consultant inputs, and required reports; flag delays or discrepancies to the Project Manager and Site Supervisor.

Completion and Closeout

• Coordinate collection of testing certificates, inspection records, consultant signoff letters, as-builts, warranties, manuals, and other closeout documents from trades and consultants.
• Maintain the closeout tracker, follow up on missing items, and assemble a complete handover package for the client and landlord.
• 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.

Requirements

• 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.
• Proficiency with Procore; strong working knowledge of Microsoft 365.
• Strong attention to detail and follow-through. You can manage several active projects, spot missing or inconsistent information, and escalation 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.