Project Administrator

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

Benefits offered by this job

Medical and dental benefits

Company-paid life insurance

Disability insurance

401k match

Tuition assistance

Performance-based bonuses

Job summary

Apex Companies is seeking a Project Administrator to join our Northeast Division in Quincy, MA or Woburn, MA to support project managers and technical teams with contract administration, setup, scheduling, and billing. This role emphasizes accuracy, collaboration, and delivering organized project documentation.

You will draft and track contracts, maintain files in SharePoint, coordinate meetings, and assist with invoicing while partnering with Health and Safety teams and external partners.

Qualifications

• 3+ years of experience in administrative support or project coordination.
• Associate's or Bachelor's degree in Business Admin, PM, Engineering, Environmental Science, or related field preferred.
• Prior AEC experience preferred.
• Excellent attention to detail and organizational skills.
• Proficient with MS Office 365 and collaboration tools like SharePoint and Teams.

Responsibilities

• Assist Project Managers with contract administration, drafting, reviewing, and tracking documents.
• Support project setup in internal systems, budgets, billing rates, and task codes.
• Coordinate project schedules and deliverables with internal staff and partners.
• Maintain project files, logs, subcontractor records, and QA/QC forms in SharePoint.
• Track progress, risks, and issues; help prepare status reports.
• Assist with invoicing, AP coordination, and monthly billing cycles.
• Monitor aged receivables and support collections.
• Schedule meetings, take notes, and distribute action items.
• Provide general administrative support across offices and coordinate with Health and Safety teams.

Skills

3+ years administrative experience

MS Office 365 proficiency

SharePoint/Teams experience

Strong organizational skills

Effective written and verbal comms

Education

Bachelor's degree in related field

Tools

SharePoint

MS Teams

Excel

Word

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

#LI-JS1

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

Req ID: 12069

Hourly Expected Pay Range

$26.45—$32.70 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

TO ALL RECRUITMENT AGENCIES: Apex Companies does not accept unsolicited agency resumes. Please do not forward resumes for any of our job postings to our career’s sites, or to any employees of Apex Companies or affiliates. Apex Companies is not responsible for any fees related to unsolicited resumes.