Project Administrator

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 Project Administrator provides centralized administrative, commercial, and document-control support for assigned construction projects. The role manages routine workflows, documentation, tracking, and coordination to reduce the administrative workload of project and site teams and may support multiple projects. Technical decisions, approvals, field verification, and commercial negotiations remain with the appropriate project or corporate personnel.

The Project Administrator will report directly to the Manager, Administration.

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:

Project Administration and Document Control:

• 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.

Billing and Cost Administration:

• 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.

Change Management:

• 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.

Time & Material (T&M) Administration:

• 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.

Procurement and Permit Administration:

• 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.

Meetings and Action Items:

• 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.

Project Closeout:

• 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.

Working Relationships:

• 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.

Requirements:

• 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

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: $55,000 - $60,000 (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.