Project Administrator — Grow with Leading Environmental Firm

Apex Companies; Naples (FL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Company-subsidized medical and dental

Life and disability insurance

401(k) match

Tuition assistance

Professional development

Bonuses and incentives

National firm with 70+ locations

Job summary

Apex Companies, a growing environmental consulting and engineering firm, seeks a Project Administrator to support Project Managers across the Southeast Division. You will handle contracts, project setup, schedules, and invoicing in a fast-paced environment.

The role emphasizes organization, attention to detail, and teamwork, with opportunities for annual bonuses and professional development at a national firm with 70+ locations.

Qualifications

• 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.

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 the Woburn and Quincy offices.

Skills

Microsoft Office 365

SharePoint

Team collaboration

Contract basics

Communication

Multitasking

Education

Associate or Bachelor's degree

Tools

Microsoft Office 365

SharePoint

Teams

Job description

Apex Companies, a growing environmental consulting and engineering firm, seeks a Project Administrator to support Project Managers across the Southeast Division. You will handle contracts, project setup, schedules, and invoicing in a fast-paced environment.

The role emphasizes organization, attention to detail, and teamwork, with opportunities for annual bonuses and professional development at a national firm with 70+ locations.