Project Administrator

Apex Companies • Naples, FL

4d • Onsite

About The Position

Apex Companies is a rapidly growing consulting and engineering firm seeking high-performing professionals to join their team. They emphasize career growth, impactful projects, and a collaborative culture. The firm has been recognized for its industry-leading growth and is committed to sharing success with its employees through bonuses and incentives. This specific role supports Project Managers and technical teams in the Southeast Division, focusing on administrative, contractual, and project coordination tasks to ensure smooth project execution. The ideal candidate is organized, detail-oriented, and comfortable in a fast-paced consulting environment.

Requirements

• 3+ years of experience in an administrative support or project coordination role (AEC industry preferred).
• Strong organizational skills with excellent attention to detail.
• Proficiency with Microsoft Office 365 (Outlook, Teams, Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams.
• Basic understanding of contracts, proposals, or project financials.
• Excellent written and verbal communication skills.
• 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, 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, accounts payable coordination, and monthly billing cycles.
• Monitor aged receivables and support project managers with collections.
• Schedule and coordinate project meetings, take notes, and distribute action items.
• Provide general administrative support to project teams across the Woburn and Quincy offices.

Benefits

• Company-subsidized medical and dental insurance.
• Company-paid life, short-term, and long-term disability insurance.
• 401(k) match and tuition assistance.
• Cross-training and opportunities to work on a variety of environmental projects.
• Performance-based bonuses and other incentives.
• Opportunities for continued technical and professional development.
• Sign-on bonus

What This Job Offers

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