Impactful Project Administrator – AEC Projects

Apex Companies; Quincy (MA); On-site; USD 36,000 - 45,000; Full time

Benefits offered by this job

Medical & dental

Life & disability insurance

401k match

Tuition assistance

Performance bonuses

Job summary

Apex Companies is seeking a Project Administrator to support project managers and technical teams in Quincy or Woburn, MA. This role focuses on contract administration, project setup, scheduling, budgeting, invoicing, and coordination across departments.

You will work in a professional, fast-paced environment with opportunities for growth, mentorship, and exposure to diverse civil and environmental projects. Eligible applicants should have 3+ years in a related role and strong MS Office skills.

Qualifications

• 3+ years of experience in an administrative support or project coordination role.
• Proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word, PowerPoint).
• Basic understanding of contracts, proposals, or project financials.
• Excellent written and verbal communication skills.

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 other offices.
• Coordinate with the internal Health and Safety department to complete project requirements and communicate with our external partners to schedule and coordinate work.

Skills

Project coordination

Administrative support

Microsoft Office 365

Communication

Education

Associate's or Bachelor's degree in Business Administration, Project Management, Engineering, Environmental Science, or related field

Tools

SharePoint

Teams

Job description

Apex Companies is seeking a Project Administrator to support project managers and technical teams in Quincy or Woburn, MA. This role focuses on contract administration, project setup, scheduling, budgeting, invoicing, and coordination across departments.

You will work in a professional, fast-paced environment with opportunities for growth, mentorship, and exposure to diverse civil and environmental projects. Eligible applicants should have 3+ years in a related role and strong MS Office skills.