Project Office Administrator

Apexon; Des Moines (IA); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Health Insurance

401K Plan

Life Insurance

STD & LTD

Paid Vacations & Holidays

Skill Development & Career Advancement

Job summary

Apexon, based in Des Moines, IA, is hiring a Project Office Administrator to provide organized, proactive administrative support across projects and offices. Onsite role requiring strong communication, scheduling, documentation, and multi-tasking abilities.

Associate or bachelor’s degree preferred, experience with large teams is a plus. The role involves coordinating calendars, preparing client deliverables, managing inventories, and supporting staff, clients, vendors, and visitors with

Qualifications

• Experience supporting large organizations with multiple projects/teams.
• Strong organization and prioritization abilities.
• Excellent written and verbal communication.
• Professional in-person/phone/email interactions.

Responsibilities

• Manage staff administration activities including onboarding/offboarding support.
• Handle daily office administration: filing, reports, presentations, mail, supplies.
• Coordinate calendars, meetings, room reservations, and workspace use.
• Prepare client deliverables and meeting materials on request.
• Maintain inventories of office supplies and equipment; procure as needed.
• Organize project meetings/events and coordinate vendors and logistics.
• Develop project administration processes, trackers, and templates.

Skills

Project coordination

Administrative support

MS Office

Communication skills

Scheduling

Documentation

Team collaboration

Education

Associate or Bachelor’s degree

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Job description

Apexon is a digital first technology services firm specializing in accelerating business transformation and delivering human centric digital experiences. We have been meeting customers wherever they are in the digital lifecycle and helping them outperform their competition through speed and innovation.

Apexon brings together distinct core competencies in AI, analytics, app development, cloud, commerce, CX, data, DevOps, IoT, mobile, quality engineering, and UX, along with deep expertise in BFSI, healthcare, and life sciences, helping businesses capitalize on the unlimited opportunities digital offers.

Our reputation is built on a comprehensive suite of engineering services, a dedication to solving clients’ toughest technology problems, and a commitment to continuous improvement. Backed by Goldman Sachs Asset Management and Everstone Capital, Apexon has a global presence across four continents.

We are hiring for a Project Office Administrator opportunity.

Role: Project Office Administrator

Location: Des Moines, IA

Position: 1

Work Arrangement: Onsite

Role Overview

We are seeking an organized, proactive, and service-oriented Project Office Administrator to provide administrative and operational support across projects, teams, and office activities. The ideal candidate will have experience supporting large organizations, coordinating schedules and meetings, maintaining documentation and inventories, preparing client deliverables, and resolving routine office support needs. Strong communication, attention to detail, and the ability to manage multiple priorities are essential.

Required Skills

• At least 2 years of relevant experience supporting large organizations with multiple projects and teams.
• Strong collaboration, customer service, organizational, prioritization, planning, and administrative skills.
• Excellent attention to detail and ability to manage multiple tasks simultaneously.
• Strong verbal and written communication skills, with a professional approach to phone, email, mail, and in-person interactions.
• Ability to work independently and collaboratively within a team.
• Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
• Strong typing and general computer skills.
• Proactive, service-oriented approach to anticipating needs, resolving issues, and supporting staff, clients, vendors, and visitors.

Preferred Skills

• Associate or bachelor's degree.
• Experience in corporate, professional services, hospitality, or other customer-focused office environments.
• Experience coordinating meetings and events, managing shared workspaces, and working with internal teams and external vendors.
• Experience preparing reports, transcribing meeting minutes, creating presentations, and conducting research.
• Strong problem-solving, critical-thinking, decision-making, negotiation, and conflict-resolution skills.
• Ability to troubleshoot routine office, facilities, housekeeping, kitchen/pantry, and audiovisual support needs.

Key Responsibilities

• Manage staff administration activities, including onboarding and offboarding support, staff tracking, access coordination, and hardware procurement.
• Perform daily office administration, including filing, report and presentation preparation, meeting setup, mail handling, and supply replenishment.
• Coordinate calendars, appointments, meeting schedules, room reservations, and workspace utilization while resolving scheduling conflicts.
• Prepare reports, meeting minutes, presentations, and research materials as requested.
• Maintain accurate inventories of office supplies, staff equipment, and workplace resources; coordinate procurement and replenishment.
• Organize project meetings and events, including room setup, catering, audiovisual requirements, vendor coordination, event execution, and issue resolution.
• Establish and maintain project administration processes, trackers, templates, and documentation to support project management delivery.
• Prepare, format, review, package, and distribute client deliverables according to project standards and deadlines.
• Serve as a primary contact for routine office support requests and coordinate resolution of facilities, housekeeping, kitchen/pantry, workspace, and technology issues.
• Build collaborative relationships with staff, clients, vendors, and stakeholders through responsive, professional communication.
• Anticipate operational needs, identify potential conflicts or service gaps, and take proactive action to ensure a smooth office and project experience.
• Accurate office supply and hardware inventories, with timely procurement and replenishment records.
• Well-coordinated calendars, confirmed appointments, meeting schedules, room reservations, and event logistics.
• Professional meeting agendas, presentations, reports, research summaries, and accurate meeting minutes delivered on time.
• Client-ready deliverables that are formatted, quality-checked, organized, and distributed within required deadlines.
• Documented and consistently maintained project administration processes, templates, trackers, and filing structures.
• Timely resolution and tracking of office, facility, workspace, catering, vendor, and audiovisual support requests.
• Successfully coordinated project meetings and events, including setup, execution, and follow-through.

Education Requirement

An associate or bachelor's degree is preferred.

Our Commitment to Diversity & Inclusion

Did you know that Apexon has been Certified™ by Great Place To Work®, the global authority on workplace culture, in each of the four regions in which it operates: USA for the seventh time in 2026, India for the tenth consecutive time in 2026, the UK for the fourth time in 2026, and Mexico for the second time in 2026.

Apexon is committed to being an equal opportunity employer and promoting diversity in the workplace. We take affirmative action to ensure equal employment opportunity for all qualified individuals. Apexon strictly prohibits discrimination and harassment of any kind and provides equal employment opportunities to all qualified individuals without regard to gender, race, color, ethnicity or national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, or any other applicable characteristics protected by law.

You can read about our Job Applicant Privacy policy here: Job Applicant Privacy Policy on apexon.com.

Our Commitment to Environment

Actively contribute to Apexon's commitment to environmental responsibility by following sustainable practices and supporting ESG initiatives.

Our Perks and Benefits

Our benefits and rewards program has been thoughtfully designed to recognize your skills and contributions, elevate your learning experience, and provide care and support for you and your loved ones.

We also offer:

• Health Insurance with Dental & Vision
• 401K Plan
• Life Insurance, STD & LTD
• Paid Vacations & Holidays
• Continuous Skill Based Development and Career Advancement Opportunities