Project Administrator: Coordinate & Deliver in AEC

Apex Clearing Corporation; Quincy, Woburn (MA, MA); On-site; USD 36,000 - 45,000; Full time

Benefits offered by this job

Medical and dental

Life insurance

Disability insurance

401k match

Tuition assistance

Bonuses

Job summary

Apex Companies in Quincy/Woburn, MA is seeking a Project Administrator to support Project Managers with administrative tasks, contract administration, and project coordination across multiple offices.

The role requires 3+ years in an administrative or project coordination function, with a preferred Associate’s or Bachelor’s degree in a related field and strong MS Office/SharePoint skills. Flexible environment, with opportunities to grow through diverse projects and cross-training.

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.
• Strong organizational skills with excellent attention to detail.

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.

Skills

Administrative support

Project coordination

MS Office 365

SharePoint

Attention to detail

Communication

Education

Associate/Bachelor's degree in Business Administration/PM/Engineering/Environmental Science

Tools

SharePoint

Teams

MS Office

Job description

Apex Companies in Quincy/Woburn, MA is seeking a Project Administrator to support Project Managers with administrative tasks, contract administration, and project coordination across multiple offices.

The role requires 3+ years in an administrative or project coordination function, with a preferred Associate’s or Bachelor’s degree in a related field and strong MS Office/SharePoint skills. Flexible environment, with opportunities to grow through diverse projects and cross-training.