Preconstruction Support Administrator

The Preconstruction Support Administrator provides organized and detail-oriented administrative support to the Estimating and Preconstruction teams. This role focuses on coordination, accurate documentation, and efficient communication to help streamline estimating activities and maintain smooth departmental operations, supporting successful project pursuits and overall team effectiveness.

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

This position will be a 12-month contract role to cover a maternity leave.

Location:

Clearway's Head Office – Maple, ON.

Hours of Operations: 8:00 am to 5:00 pm

Essential Duties & Responsibilities:

Collect, verify, and coordinate all supporting documentation, ensuring completeness and compliance with internal and client requirements.

Prepare and distribute low-bid notices internally, ensuring accurate and timely communication of awarded project to relevant stakeholders.

Coordinate estimating close out activities, ensuring all bid-related materials, clarifications, and client correspondence are properly archived.

Maintain and update project trackers, ensuring data accuracy, performance monitoring and forecasting.

Create project folders and organize documents according to company protocol.

Track post tender projects including but not limited to, adding into general calendar, moving folder into active pursuits, filing client documentation and forwarding information to the team.

Maintain document control and ensure all files are properly sorted and accessible.

Keep all project information current, organized, and compliant.

Coordinate and document department meetings with accurate minute-taking.

Follow up on meeting action items to ensure timely completion.

Lead project close-out process with thorough documentation and filing.

Manage correspondence for pending projects, including validity notices.

Support management with additional tasks as needed.

Requirements:

High School Diploma

At least 2 years of experience in administrative role required

At least 1 year in Sales, preferred

Proficiency in Excel, Outlook, Microsoft Word, Power Point

Excellent computer skills, prepare and track correspondence, charts, tables, graphics, spreadsheets

Organizational and analytical skills

Have excellent communication skills

Able to work productively with minimum supervision

Professional demeanor and customer care oriented

Proficient in written and oral English with strong interpersonal and communication skills.

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

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 - $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.

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