Project Administrator & Contracts Coordinator

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

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.