Procurement 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 Procurement Administrator is responsible for supporting the procurement function through the administration of purchase orders, subcontractor documentation, and vendor compliance. This role manages purchase orders, tracks and maintains procurement records, including Certificates of Insurance and WSIB certificates, and ensures documentation is accurate, complete, and compliant with company requirements.

The Procurement Administrator will report directly to the Procurement Manager.

Location: Clearway's Head Office – Maple, ON.

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

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.

Essential Duties & Responsibilities:

• Provide administrative support to project teams, Procurement, Accounting, Health & Safety, and Senior Management.
• Receive and process project and procurement requests from internal departments and project teams.
• Review requests and supporting documentation to ensure accuracy, completeness, and compliance with company requirements.
• Communicate with project teams, subcontractors, vendors, and suppliers regarding outstanding documentation, approvals, billing, and project requirements.
• Maintain and update project tracking logs, ensuring timely follow-up on outstanding documentation, approvals, and action items.
• Resolve administrative and documentation discrepancies by coordinating with vendors, subcontractors, project teams, Accounting, and other internal departments.
• Create and format billing templates for change order processing.
• Prepare lump sum quotations for additional work and process daily work sheets for Time and Material-based change orders.
• Coordinate with site and Accounting personnel to retrieve backup documentation required for billing approvals, including packing slips and vendor invoices.
• Prepare final billing packages for review by Project Managers, tracking change orders, revisions, approvals, and resubmittals.
• Maintain, organize, and electronically file project-related documentation and correspondence.
• Initiate subcontractor onboarding and administrative processes, ensuring required documentation is collected, electronically filed, and tracked prior to work beginning.
• Assist with the preparation, issuance, tracking, and administration of purchase orders and subcontract documentation.
• Coordinate the closeout of subcontracts and purchase orders and ensure applicable documentation and open commitments are addressed.
• Enter and reconcile change orders and overages for subcontractors and prepare supporting documentation for audits, approvals, and signatures.
• Regularly update subcontractor tracking sheets to ensure mandatory documentation is current and coordinate requirements with the Health & Safety department.
• Coordinate subcontractor documentation requirements prior to mobilization and communicate clearance status to project and site teams.
• Coordinate with site staff to track active subcontractors and ensure required project and company documentation remains current.
• Reconcile subcontractor billings against contract documentation and submit invoices to Project Managers for review and approval.
• Prepare, distribute, track, and file change orders and other project documentation for review and signature.
• Ensure documentation related to change orders, invoices, billing, approvals, and project correspondence is complete and properly organized within project files.
• Follow up with subcontractors regarding Statutory Declarations, declarations of last supply, releases, and other documentation required for holdback release.
• Monitor subcontractor WSIB Certificates, Certificates of Insurance (COI), and other compliance documentation to ensure records remain current.
• Coordinate the distribution and follow-up of invoices between Accounting and Project Managers.
• Assist with vendor and subcontractor sourcing, quotation collection, pricing comparisons, and administrative coordination.
• Coordinate internal approvals and supporting documentation required for procurement and project administration.
• Assist project teams with coordinating material, equipment, vendor, and subcontractor requirements.
• Maintain and update subcontractor and vendor databases, including contact information, work types, documentation status, awarded work, and performance information.
• Assist with administrative functions related to invoice processing, subcontractor payment documentation, billing backup, packing slips, and project records.
• Prepare and maintain spreadsheets, trackers, reports, correspondence, and other administrative documentation required by project teams and management.
• Complete additional assignments and responsibilities as requested by Senior Management.
  

Requirements:

• Post-Secondary Education/College Diploma preferred
• Experience within the construction industry considered an asset
• Excellent knowledge of MS Office Word and Excel
• Experience with Jonas Construction Software considered an asset
• Detail oriented, and able to multi-task under the pressure of deadlines
• Strong interpersonal and communication skills
• Effective time management and organizational skills
• Proven ability to work independently and within a team environment
• 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: $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.