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 have 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 water mains, 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 elevate 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…