Project Administrator

Apex Companies • Quincy, MA

6d • $28 - $38

About The Position

The Project Administrator will support Project Managers and technical teams based out of our Woburn, MA or Quincy, MA offices. This role focuses on administrative, contractual, and project coordination tasks that help ensure smooth execution of projects across the Northeast Division. This role also includes coordination and support of the Northeast Division’s involvement in local industry associations. The ideal candidate is 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 (AEC industry preferred).
• Strong organizational and written/verbal communication skills.
• Excellent 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.
• Sponsorship not available now or in the future.

Nice To Haves

• Associate or Bachelor’s degree in Business Administration, Project Management, Engineering, or related field preferred.

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.
• Support local Association event attendance and logistics.

Benefits

• Company-subsidized medical and dental.
• Company-paid life, short, and long-term disability.
• 401k match, tuition assistance, and more.
• Cross-training and the ability to work on a variety of projects.
• Performance-based bonuses or other incentives.
• Working with the best and brightest in the industry.
• 2,000+ employee national firm with 70+ locations across the US.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees