Strategic Project Coordinator – AEC Delivery & Impact

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

Benefits offered by this job

Medical and dental benefits

Company-paid life insurance

Disability insurance

401k match

Tuition assistance

Performance-based bonuses

Job summary

Apex Companies is seeking a Project Administrator to join our Northeast Division in Quincy, MA or Woburn, MA to support project managers and technical teams with contract administration, setup, scheduling, and billing. This role emphasizes accuracy, collaboration, and delivering organized project documentation.

You will draft and track contracts, maintain files in SharePoint, coordinate meetings, and assist with invoicing while partnering with Health and Safety teams and external partners.

Qualifications

• 3+ years of experience in administrative support or project coordination.
• Associate's or Bachelor's degree in Business Admin, PM, Engineering, Environmental Science, or related field preferred.
• Prior AEC experience preferred.
• Excellent attention to detail and organizational skills.
• Proficient with MS Office 365 and collaboration tools like SharePoint and Teams.

Responsibilities

• Assist Project Managers with contract administration, drafting, reviewing, and tracking documents.
• Support project setup in internal systems, budgets, billing rates, and task codes.
• Coordinate project schedules and deliverables with internal staff and partners.
• Maintain project files, logs, subcontractor records, and QA/QC forms in SharePoint.
• Track progress, risks, and issues; help prepare status reports.
• Assist with invoicing, AP coordination, and monthly billing cycles.
• Monitor aged receivables and support collections.
• Schedule meetings, take notes, and distribute action items.
• Provide general administrative support across offices and coordinate with Health and Safety teams.

Skills

3+ years administrative experience

MS Office 365 proficiency

SharePoint/Teams experience

Strong organizational skills

Effective written and verbal comms

Education

Bachelor's degree in related field

Tools

SharePoint

MS Teams

Excel

Word

Job description

Apex Companies is seeking a Project Administrator to join our Northeast Division in Quincy, MA or Woburn, MA to support project managers and technical teams with contract administration, setup, scheduling, and billing. This role emphasizes accuracy, collaboration, and delivering organized project documentation.

You will draft and track contracts, maintain files in SharePoint, coordinate meetings, and assist with invoicing while partnering with Health and Safety teams and external partners.