Impactful Project Administrator | AEC Support & Growth

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

Benefits offered by this job

Sign-on bonus

Annual bonus opportunities

Company-subsidized medical and dental

401k match

Job summary

Apex Companies is hiring a Project Administrator to support Project Managers and technical teams in Quincy or Woburn, MA. The role involves contract administration, budgeting, scheduling, invoicing, and coordination across offices to ensure smooth project execution.

The position expects 3+ years in a similar role, a relevant degree is preferred, and prior AEC experience is a plus. The team emphasizes collaboration, growth, and on‑time delivery.

Qualifications

• 3+ years of experience in an administrative support or project coordination role.
• Associate's or Bachelor's degree in Business Administration, Project Management, Engineering, Environmental Science, or related field preferred.
• Prior AEC industry experience preferred.
• Strong organizational skills with excellent attention to detail.
• Proficiency in 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 independently and collaboratively.
• Sponsorship will not be available now or in the future.

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

Administrative experience

Organizational skills

Communication skills

Multitasking

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft Office 365

SharePoint

Teams

Job description

Apex Companies is hiring a Project Administrator to support Project Managers and technical teams in Quincy or Woburn, MA. The role involves contract administration, budgeting, scheduling, invoicing, and coordination across offices to ensure smooth project execution.

The position expects 3+ years in a similar role, a relevant degree is preferred, and prior AEC experience is a plus. The team emphasizes collaboration, growth, and on‑time delivery.