Project Administrator

Apex Companies; Naples (FL); On-site; USD 50,000 - 68,000; Full time

Benefits offered by this job

Medical & dental insurance

Life and disability insurance

401(k) match

Tuition assistance

Professional development

Job summary

Apex Companies is seeking a Project Administrator to support project managers and technical teams in our Fort Myers or Naples offices. The role focuses on administrative, contractual, and coordination tasks to ensure smooth project execution across the Southeast Division.

The ideal candidate is organized, detail-oriented, and thrives in a fast-paced consulting environment. 3+ years of experience and proficiency with MS Office 365, SharePoint, and Teams are valued.

Qualifications

• Associate or Bachelor’s degree in Business Administration, Project Management, Engineering preferred.
• 3+ years of administrative support or project coordination experience in the AEC industry preferred.
• Proficiency with Microsoft Office 365 and collaboration tools such as SharePoint and Teams.
• Excellent written and verbal communication; ability to manage multiple priorities independently or collaboratively.
• Sponsorship not available now or in the future.

Responsibilities

• Assist Project Managers with contract administration, including drafting, reviewing, and tracking documents.
• Support project setup in internal systems, ensuring accuracy of budgets, billing rates, and codes.
• Coordinate project schedules, deadlines, and deliverables with internal staff and external partners.
• Maintain project files, documentation logs, and QA/QC forms in SharePoint or designated systems.
• Track project progress, deliverable status, risks, and issues; assist with status reports.
• Assist with invoice preparation, accounts payable, and monthly billing cycles.
• Monitor aged receivables and assist with collections.
• Schedule and coordinate project meetings, take notes, and distribute actions.
• Provide general administrative support to project teams across the Fort Myers and Naples offices.

Skills

Administrative support

Organization

Communication

Multi-tasking

Education

Associate or Bachelor’s degree in Business Administration, Project Management, Engineering

Tools

Microsoft Office 365

SharePoint

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.

Position Summary

The Project Administrator will support Project Managers and technical teams based out of our Fort Myers or Naples office. This role focuses on administrative, contractual, and project coordination tasks that help ensure smooth execution of projects across the Southeast Division. The ideal candidate is organized, detail‑oriented, and comfortable working in a fast‑paced consulting environment.

Your Responsibilities As a Project Administrator

• 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.

What We're Looking For

• Associate or Bachelor’s degree in Business Administration, Project Management, Engineering, or related field preferred.
• 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.

Why You'll Love Working for Us

• 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.
• The opportunity to work alongside some of the best and brightest professionals in the environmental industry.
• Join a 2,000+ employee national firm with 70+ locations across the United States.

Apex Job Title: Project Administrator

Req ID: 11865

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