Project Administrator

Apex Companies • Woburn, MA

4d • Hybrid

About The Position

Apex Companies is a rapidly growing engineering and environmental consulting firm seeking a motivated Project Administrator to support Project Managers and technical teams. This hybrid role, based out of Woburn, MA or Quincy, MA, focuses on administrative, contractual, and project coordination tasks to ensure the smooth execution of projects within the Northeast Division. The ideal candidate will be organized, detail-oriented, and comfortable in a fast-paced consulting environment. Apex Companies is recognized as one of the fastest-growing firms in the AEC industry and offers a rewarding work environment with opportunities for career development and training.

Requirements

• 3+ years of experience in an administrative support or project coordination role
• 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

Nice To Haves

• Associate's or Bachelor's Degree is preferred. Business Administration, Project Management, Engineering or a related major would be a plus
• 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

Benefits

• Company-subsidized medical and dental
• Company-paid life, short, and long-term disability
• 401k match
• tuition assistance
• Cross-training and the ability to work on a variety of projects
• Working with the best and brightest in the industry

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree