Project Administrator

Apex Companies, LLC; Glastonbury (CT); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Medical and dental benefits

Life and disability insurance

401k match

Tuition assistance

Bonus opportunities

Job summary

Apex Companies, LLC in Glastonbury, CT is seeking a Project Administrator to support Project Managers and technical teams with administrative, contractual, and coordination tasks. You will help ensure smooth project execution, manage budgets and schedules, and support invoicing and collections.

Ideal candidates have 3+ years in administrative or project coordination roles, strong organizational and communication skills, and proficiency with MS Office 365, SharePoint, and collaboration tools.

Qualifications

• 3+ years of experience in an administrative support or project coordination role.
• Associate's or Bachelor's degree preferred.
• Strong organizational skills with attention to detail.
• Proficiency in Microsoft Office 365 and collaboration tools.
• Basic understanding of contracts, proposals, or project financials.
• Excellent written and verbal communication skills.
• Sponsorship will not be available now or in the future.

Responsibilities

• Assist Project Managers with contract administration and compliance tracking.
• Support project setup including budgets, billing rates, and task codes.
• Coordinate project schedules, deadlines, and deliverables.
• Maintain project files, subcontractor records, and QA/QC forms.
• Track project progress and assist with status reports.
• Support invoice preparation and accounts payable activities.
• Monitor aged receivables and assist with collections.
• Schedule and coordinate project meetings and distribute action items.
• Provide general administrative support across offices.
• Coordinate with Health and Safety to meet project requirements.

Skills

Administrative support

Project coordination

Microsoft Office 365

SharePoint/Teams collaboration

Communication skills

Education

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

Tools

SharePoint

Microsoft Teams

Job description

Are you driven to grow, lead, and make a meaningful impact? At Apex, we're building more than a consulting and engineering firm-we're creating a place where your career accelerates, your contributions matter, and your potential is fully realized. We believe your growth is our growth, which is why we invest in your development at every stage of your career. Here, you'll work on projects that shape communities, protect the environment, and create lasting impact, all while being empowered with the autonomy and flexibility to do your best work. Fueled by high-quality delivery, exceptional client retention, and strategic acquisitions, Apex Companies continues to rank among the fastest-growing firms in the AEC industry, recently recognized by the Zweig Group for our industry-leading growth. Our success is grounded in strong leadership, a collaborative culture, and a shared commitment to delivering exceptional outcomes. As we continue to expand, we're looking for high-performing professionals who are ready to lead, collaborate, innovate, and create impact. At Apex, you help shape what's next. When we succeed together, we share in that success. All Apex positions are eligible for annual bonus opportunities, reinforcing our commitment to recognizing and rewarding meaningful contributions that drive our collective growth.

This role is eligible for a $5,000 sign-on bonus, subject to the terms and conditions of the Company's sign-on bonus program.

Our Northeast Division is a well-respected and award-winning group where career development, training, and mentoring co-exist with diverse civil, environmental, water resources, and traffic/transportation projects in a fast-paced and rewarding work environment.

Our Glastonbury, CT office is hiring a Project Administrator to support our Project Managers and technical teams with administrative, contractual, and project coordination tasks that help ensure smooth execution of projects.

Primary 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.

What We're Looking For:

• 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 is 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 both independently and collaboratively.
• Sponsorship will not be available now or in the future.

Why you'll love working for us:

• Company-subsidized medical and dental.
• Company-paid life, short, and long-term disability.
• 401k match, tuition assistance, and more.
• Cross-training and the ability to work on a variety of projects.
• Performance-based bonuses or other incentives.
• Working with the best and brightest in the industry.
• 2,000+ employee national firm with 70+ locations across the US.

Apex Job Title: Project Administrator

Hourly Expected Pay Range: $24—$31 USD

We believe in equality for all and celebrate the diversity and differences of our employees, customers, and communities. We do not discriminate based on gender, race or color, ethnicity or national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, or any other applicable characteristics protected by law. Apex aims to make apexcos.com accessible to all users. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, please contact [e-mail] or [phone]. Likewise, feel free to reach out to us if you would like to view or discuss Apex policy related to equal employment opportunity or have any related concerns. EO/AA/VEV/Disabled Employer