Project Administration Assistant Jobs in Ontario

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 Senior Project Coordinator is responsible for independently supporting the planning, coordination, and execution of complex construction projects. This role works closely with Project Managers and Superintendents while taking a proactive leadership role in project administration, technical coordination, cost and schedule controls, and field operations.

The Senior Project Coordinator is expected to manage larger scopes of work, exercise sound judgment in resolving project issues, and provide mentorship and guidance to Project Coordinators and junior staff. This role serves as a key liaison between the project team, clients, consultants, subcontractors, and suppliers to ensure projects are delivered safely, on schedule, within budget, and in accordance with contract documents.

The Senior Project Coordinator will report directly to a Senior Project Manager or a Project Director.

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: Job Site located across the Greater Toronto Area.

Hours of Operations: 7:00 am to 5:30 pm

Essential Duties & Responsibilities:

• Lead the analysis and interpretation of specifications, construction drawings, and contract documents to support development of construction plans, schedules, utility coordination, material quantity takeoffs, procurement strategies, and subcontract scopes of work;
• Take ownership of project coordination activities, working collaboratively with the Project Manager and Superintendent while independently managing assigned scopes, priorities, and deliverables;
• Provide technical and administrative leadership to Project Coordinators and junior staff, including mentorship, training, task delegation, and review of work for accuracy and completeness;
• Monitor construction activities to ensure compliance with contract requirements, owner standards, design intent, safety regulations, and applicable codes;
• Proactively identify, analyze, and help resolve design conflicts, constructability issues, utility interferences, and errors/omissions, coordinating solutions with consultants and project leadership;
• Lead contract administration activities including RFIs, RFQs, shop drawing review and tracking, purchase orders, subcontract administration, and change management documentation;
• Prepare, review, and maintain accurate and up-to-date project logs (RFIs, shop drawings, change orders, purchase orders, cost coding, etc.) and communicate status updates to the project team;
• Perform detailed analysis of owner, consultant, and subcontractor change requests, including scope review, pricing evaluation, and contract compliance verification;
• Coordinate and oversee the preparation of as-built drawings, turnover documentation, and maintenance manuals to ensure accuracy and completeness at project closeout;
• Attend and actively participate in internal coordination meetings, subcontractor meetings, and client/consultant meetings as required, representing the project team as appropriate;
• Coordinate and maintain comprehensive project records, including daily reports, site photos, locates, timesheets, packing slips, and cost tracking documentation;
• Support and promote a strong safety culture by ensuring compliance with Health & Safety regulations and company policies, including reviewing inspections, incident reports, permits, traffic control plans, and engineered drawings;
• Identify and report safety concerns or violations observed on site and work with the Superintendent to ensure timely corrective action;
• Track committed costs vs. budget and support monthly cost reports and cash flow forecasts;
• Assist the Project Manager with cost-to-complete updates and variance analysis;
• Maintain and update detailed project schedules (short-interval and look-ahead schedules) ;
• Monitor schedule impacts arising from changes, delays, or site conditions and support time impact analysis by documenting all delays;
• Support identification, documentation, and substantiation of change events and potential claims;
• Assist in preparation of supporting documentation for negotiations, claims, or dispute resolution;
• Proactively identify commercial, schedule, and constructability risks and escalate early warning notices to the Project Manager;
• Maintain risk registers and support mitigation planning;
• Support development of project procurement strategies, vendor quote evaluations, and supplier selection;
• Coordinate long-lead material procurement and track delivery risks;
• Support implementation of quality management plans, inspections, and deficiency tracking;
• Coordinate closeout of deficiencies and turnover documentation;
• Act as a delegate for the Project Manager during absences for defined coordination, reporting and other suitable functions;
  

Requirements:

• Post-Secondary Education or College Diploma (Civil Engineering preferred);
• 5+ years of progressive experience in civil or heavy construction, including demonstrated experience coordinating complex projects or multiple scopes of work;
• Strong working knowledge of contract administration, construction sequencing, cost controls, and scheduling principles;
• Proficiency in Microsoft Word, Excel, and Adobe; experience with Bluebeam, Primavera P6, and MS Project considered a strong asset;
• Demonstrated ability to mentor, guide, and support junior staff while working collaboratively within a project team environment;
• Proven ability to manage multiple priorities, meet deadlines, and work effectively under pressure;
• Highly self-motivated, detail-oriented, and capable of exercising sound judgment with minimal supervision;
• Valid Ontario Driver's License;
• Excellent written and verbal English communication skills with strong interpersonal and organizational abilities;
• 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: $85,000 - $100,000 (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.