Project Administrator

Apex Companies•Woburn, MA

2d•$28 - $38•Hybrid

About The Position

Are you highly motivated, hard-working, and seeking to join a growth-focused consulting & engineering firm? Are you looking for a company that will invest in your development and grow your professional skills? If so, consider a career with Apex! Powered by record sales, extraordinary client retention, strategic acquisitions, and an entrepreneurial spirit, Apex Companies is one of the fastest growing engineering and environmental consulting firms in the US. We were recently recognized by the Zweig Group as one of the fastest growing firms in the AEC industry. We take pride in providing our clients with exceptional service and have earned numerous awards for project excellence. We continue to grow, and we want you to grow with us. Our Northeast Division is a well-respected and award-winning group where career development, training, and mentoring co-exist with diverse civil, environmental, water resources, and traffic/transportation projects in a fast-paced and rewarding work environment. We are hiring a Project Administrator for a hybrid role to support Project Managers and technical teams based out of our Woburn, MA or Quincy, MA offices. This position focuses on administrative, contractual, and project coordination tasks that will help ensure smooth execution of projects across the Northeast Division. The ideal candidate will be organized, detail‑oriented, and comfortable working in a fast‑paced consulting environment.

Requirements

3 + years of experience in an administrative support or project coordination role
Associate's or Bachelor's Degree is preferred. Business Administration, Project Management, Engineering or a related major would be a plus
Strong organizational and written/verbal communication skills
E xcellent attention to detail
Proficiency with Microsoft Office (Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams
Basic understanding of contracts, proposals, and/ or project financials
Ability to manage multiple priorities and work both independently and collaboratively

Nice To Haves

Previous AEC industry experience is a plus

Responsibilities

Assist Project Managers with contract administration, including drafting, reviewing, and tracking contract documents, amendments, sub-agreements, vendor setups , and compliance requirements
Support project setup in internal systems, ensuring accuracy of budgets, billing rates, task codes, and contractual obligations
Coordinate project schedules, deadlines, and deliverables with internal staff and external partners
Maintain project files, documentation logs, subcontractor records, and QA/QC forms in SharePoint or designated systems
Track project progress, deliverable status, risks, and issues; assist with preparing project status reports
Support invoice preparation including helping to develop supporting documentation for invoices, accounts payable coordination, and monthly billing cycles
Monitor aged receivables and support project managers with collections
Schedule and coordinate internal project meetings, take notes, and distribute meeting minutes and action items
Provide general administrative support to project teams across the Northeast Division offices
Coordinate field staff or resident project representative assignments and provide weekly updated schedules to Project Managers
Coordinate with the internal Health and Safety department to complete project requirements and communicate with our external partners to schedule and coordinate work