Project Administrator

• Set up and maintain project filing structures, forms, templates, logs, directories, and project documentation, including drawings, specifications, correspondence, RFIs, submittals, changes, notices, permits, purchase orders, subcontracts, T&M records, deficiencies, and closeout documents.
• Maintain revision control and ensure current approved documents are available to the project team.
• Maintain project logs and trackers, monitor deadlines and outstanding items, and follow up on missing or inconsistent information.
• Prepare routine project correspondence, transmittals, reports, and notices for review and approval.
• Compile project records for reporting, audits, turnover, disputes, and closeout.

• Assist with progress billings and invoice submission packages, reviewing documentation for completeness and consistency.
• Support routine cost reporting by collecting information, updating approved data, and reconciling project records.
• Maintain records for commitments, invoices, billings, and changes and coordinate routine corrections as required.

• Maintain change, extra-work, quotation, change-order, and credit logs, tracking values, submissions, approvals, and outstanding actions.
• Identify missing backup, approvals, aged items, or discrepancies and escalate as required.
• Distribute executed changes and maintain current records.

• Assemble and review T&M packages, ensuring required signatures, invoices, delivery slips, photographs, daily reports, and supporting documentation are included.
• Verify calculations and confirm labour, equipment, material, subcontractor, and other costs align with established project rates.
• Coordinate resolution of missing or inconsistent information and maintain T&M records and submission logs.

• Complete administrative portions of purchase order and subcontract requests and coordinate requirements with Procurement.
• Prepare and submit authorized permit applications and track approvals, conditions, expiry dates, and outstanding requirements.
• Escalate technical comments, missing information, or potential schedule impacts to the project team.

• Coordinate project meetings and prepare agendas with input from the meeting chair or project team.
• Attend designated meetings, prepare minutes, and document decisions and action items.
• Distribute approved minutes and maintain action-item logs and supporting meeting records.

• Maintain project closeout checklists and deficiency logs.
• Coordinate and track closeout documentation, including warranties, O&M manuals, as-builts, certificates, statutory declarations, training records, holdbacks, and final submissions.
• Follow up with internal and external parties on outstanding requirements and compile, index, and archive final project records.

• Works under the direction of the designated functional manager and supports priorities established with the assigned Project Manager or Project Director.
• Works closely with project teams, Finance, Accounts Payable, Procurement, subcontractors, suppliers, consultants, and owners.
• Supports multiple projects, manages competing priorities and deadlines, and communicates outstanding information, approaching deadlines, and process issues in a timely manner.

• Post-Secondary Education in Construction Management, Business Administration, Accounting, Engineering Technology, or a related discipline, or equivalent education and experience is preferred.
• Minimum two years of experience in project administration, project coordination, document control, contract administration, procurement administration, or accounting support; construction experience preferred.
• Proficiency with Microsoft 365, including Excel, Word, Outlook, Teams, and SharePoint, with the ability to learn company project management, accounting, and document-control systems.
• Strong organizational, written communication, data accuracy, and follow-up skills.
• Ability to understand routine contractual and commercial documentation and recognize matters requiring escalation.
• Must be legally eligible to work in Canada – no work permit sponsorship is available for this position

• Competitive Salary with annual cost of living increases

• Group RRSP with 100% Matching

• Dental Care
• Vision Care
• Disability Insurance
• Vacation & Personal Days, plus Paid Holiday Shutdown

• Life Insurance
• Wellness Programs

• Casual Dress

Salary Range: $55,000 - $60,000 (CAD)

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

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.