Associate, Operations

APEX; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

APEX is seeking an Associate, Operations to support the Director of Operations across multifamily renovation, construction, and facilities management. You will help maintain project data, documents, and billing across platforms to keep deadlines and quality at the forefront.

You will collaborate with project management, accounting, procurement, and other teams to ensure accurate information, timely invoices, and smooth onboarding of vendors and licenses.

Qualifications

• 2+ years of experience in operations, project or construction administration or real estate.
• HS diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with project invoicing, accounts receivable, purchase orders, vendor onboarding, or contract administration preferred.
• Experience maintaining trackers, dashboards, or SOPs is a plus.

Responsibilities

• Set up and maintain projects in Monday.com and other systems with complete data.
• Collect and organize project documentation in SharePoint from proposals to closeout.
• Prepare, verify, and submit project invoices with supporting docs and track status.
• Support accounts-receivable follow-up with project teams to resolve issues.
• Reconcile project and billing data across systems and prepare reports highlighting discrepancies.

Skills

Organized

Attention to detail

Strong communication

Self-starter

Relationship building

Education

HS diploma or equivalent

Associate/Bachelor degree preferred

Tools

Monday.com

SharePoint

Zoho Books

Sage

Microsoft 365

Job description

As Associate, Operations you’ll support the Director of Operations in running and improving the processes behind APEX’s nationwide multifamily renovation, construction, and facilities management work, partnering with project management, accounting, procurement, and other teams to keep information accurate, deadlines on track, and nothing falling through the cracks.

Responsibilities:

• Set up and maintain projects in Monday.com and other systems, making sure project numbers, property data, approvals, and responsible parties are complete and accurate.
• Collect and organize project documentation in SharePoint, from proposals, contracts, and change orders through pay applications and closeout.
• Prepare, verify, and submit project invoices with complete supporting documentation, and track their status through payment.
• Support accounts-receivable follow-up, working with project managers, accounting, and property management teams to resolve disputed invoices, missing approvals, and payment delays.
• Reconcile project and billing data across Monday.com, Zoho Books, and Sage, and prepare status and exception reports that flag discrepancies for the Director’s review.

Licensing & Compliance

• Track contractor licenses, business registrations, insurance, and bonds across jurisdictions, monitoring expiration dates and starting renewals within established lead times.
• Research state, county, and municipal licensing and registration requirements using official sources, and prepare summaries for the Director’s review.
• Prepare and coordinate applications, assembling supporting documents, obtaining signatures, and working with qualifying parties, registered agents, and government agencies.
• Maintain organized compliance records, confirm required credentials are in place before projects begin, and elevate expiring or missing requirements.
• Onboard vendors and subcontractors, collecting W-9s, certificates of insurance, and licenses, and maintain their records in approved systems.
• Support proposal collection, bid comparisons, purchase orders, and contract routing, and track contract, purchase-order, and change-order status.
• Coordinate signatures through Adobe Sign and maintain executed agreements, escalating missing agreements, expired insurance, or work started before documentation is complete.

Business Systems & Process Documentation

• Enter, update, and validate information in Monday.com, SharePoint, and other systems, running routine data-quality reviews and following data-governance standards.
• Help test new boards, workflows, automations, and templates, documenting results and tracking reported issues through resolution.
• Draft, format, and publish SOPs, work instructions, process maps, and templates, and maintain the SOP register, including owners, approvals, versions, and review dates.
• Develop training materials and reference guides, support user onboarding, and identify opportunities to reduce manual or duplicate work.

Company Events & Employee Programs

• Plan and coordinate company meetings, leadership sessions, training, and employee events, including venues, travel, catering, budgets, and vendor contracts.
• Support employee communications, surveys, attendance tracking, onboarding logistics, and post-event reporting.
• Manage company apparel, branded merchandise, new-hire kits, inventory, and online-store fulfillment.

Qualifications

• 2+ years of experience in operations, project or construction administration, or real estate; experience with a general contractor or in multifamily or facilities management is a plus.
• High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, accounting, construction management, real estate, or a related field preferred.
• Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint) required.
• Experience with project invoicing, accounts receivable, purchase orders, vendor onboarding, or contract administration preferred.
• Experience coordinating contractor licenses, business registrations, insurance, or compliance documentation preferred.
• Experience maintaining trackers, dashboards, or SOPs, or supporting company events and onboarding programs, is a plus.

Core Competencies

• Highly organized and accountable, with the ability to manage multiple deadlines and stakeholders, work independently, and know when to elevate.
• Detail-oriented and tech-savvy, quick to learn new systems and committed to accurate data and records.
• Resourceful self-starter who investigates issues and recommends practical improvements.
• Clear, professional written and verbal communicator who handles confidential information with discretion.
• Builds strong relationships across departments and stays professional when following up on overdue work.

About The Company

APEX is a nationwide Construction and Facilities Management firm that was founded on a simple premise…to provide owners of commercial real estate with support across the full lifecycle of their investments. From Due Diligence to Disposition, and everything in between, APEX’s experienced team provides trusted General Contracting & Facilities Management Consulting services across a variety of asset classes.

The APEX team’s potential to support an organization is maximized when we are involved early in the renovation and repair process. From preconstruction, through construction, and beyond, APEX maintains a steadfast commitment to quality and a passion for collaboration. As a committed partner, we approach each project from the owner’s perspective. This drives us to continually provide a best‑in‑class level of service that not only yields on‑time and on‑budget project performance, but ensures those projects are completed in a way that maximizes useful life and reduces operating costs across the remainder of the owner’s investment period.

APEX develops designs and integrates sustainability initiatives meant to leave a lasting impact on the structures themselves, as well as the communities they are in. By enhancing the curb appeal of existing properties, addressing deferred maintenance items to ensure worry‑free environments for occupants, and by reducing energy consumption where appropriate, we provide owners with assets they can take great pride in for many years to come.

In an ever‑changing world, the need to renovate and maintain physical structures that provide critical shelter, workplaces, and hubs to conduct retail business is a constant. Because of the distinct challenges posed by these needs, rather than taking a one‑size‑fits‑all approach, the APEX team leverages meticulous attention to detail, technical expertise, and efficient processes to address each project in a unique way that never sacrifices quality or longevity.

APEX is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit, and business need.