Project Coordinator & Contracts Administrator

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

Benefits offered by this job

Company-subsidized medical and dental

Company-paid life, short and long-term

401k match

Tuition assistance

Job summary

Apex Companies, LLC is seeking a Project Administrator in our Northeast Division, based in Quincy or Woburn, MA. You will support Project Managers with contract administration, project setup, budgeting, and scheduling to ensure smooth project execution across our civil, environmental, and transportation projects.

Ideal candidates have 3+ years in admin or coordination roles, strong organization, and excellent communication. Eligible for annual bonus; sponsorship not available.

Qualifications

• 3+ years of experience in an administrative support or project coordination role.
• Proficiency with Office 365 and collaboration tools.
• Understanding of contracts, proposals, or project financials.
• Strong written and verbal communication skills.

Responsibilities

• Assist Project Managers with contract administration and compliance.
• Support project setup in internal systems, budgets, billing rates, and task codes.
• Coordinate project schedules and deliverables; track status and risks.
• Maintain project files and QA/QC forms in SharePoint or designated systems.
• Support invoicing, accounts payable, and monthly billing cycles.
• Monitor aged receivables and assist with collections.
• Schedule meetings, take notes, and distribute action items.
• Coordinate with Health and Safety department and external partners.

Skills

Administrative experience

Organization skills

Communication skills

Multitasking

Team collaboration

Education

Associate's or Bachelor's degree in Business Administration, Project Management, Engineering, Environmental Science, or related field

Tools

Microsoft Office 365

SharePoint

Teams

Job description

Apex Companies, LLC is seeking a Project Administrator in our Northeast Division, based in Quincy or Woburn, MA. You will support Project Managers with contract administration, project setup, budgeting, and scheduling to ensure smooth project execution across our civil, environmental, and transportation projects.

Ideal candidates have 3+ years in admin or coordination roles, strong organization, and excellent communication. Eligible for annual bonus; sponsorship not available.