Project Administrator

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

Benefits offered by this job

Company-subsidized medical and dental

Company-paid life and disability

401k match

Tuition assistance

Cross-training opportunities

Performance-based bonuses

Job summary

Apex Companies is hiring a Project Administrator to support Project Managers and technical teams in our Quincy or Woburn, MA offices. The role focuses on contract administration, project setup, scheduling, and documentation in a fast-paced environment.

Requirements include 3+ years in admin/project coordination, a related degree, and strong MS Office/SharePoint proficiency. Hybrid work and competitive bonuses are available; sponsorship is not offered.

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 is preferred.
• Prior AEC industry experience is preferred.
• Proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work both independently and collaboratively.

Responsibilities

• Assist Project Managers with contract administration, including drafting, reviewing, and tracking contract documents and compliance requirements.
• Support project setup in internal systems with 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, and QA/QC forms in SharePoint or designated systems.
• Track project progress, deliverable status, risks, and issues; assist with status reports.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Time management

Independent work

Team collaboration

Education

Associate or Bachelor's degree

Tools

MS 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.

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.

We are hiring a Project Administrator to work in either our Quincy or Woburn, MA office 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.
• Prior AEC industry experience 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.

Hourly Expected Pay Range

$26.45 - $32.70 USD

Apex Job Title: Project Administrator

Req ID: 12069

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