Project Administrator

Are you highly motivated, hard-working, and seeking to join a growth-focused consulting & engineering firm? Are you looking for a company that will invest in your development and grow your professional skills? If so, consider a career with Apex!

Powered by record sales, extraordinary client retention, strategic acquisitions, and an entrepreneurial spirit, Apex Companies is one of the fastest growing engineering and environmental consulting firms in the US. We were recently recognized by the Zweig Group as one of the fastest growing firms in the AEC industry. We take pride in providing our clients with exceptional service and have earned numerous awards for project excellence. We continue to grow, and we want you to grow with us.

Our Northeast Division is a well-respected and award-winning group where career development, training, and mentoring co-exist with diverse civil, environmental, water resources, and traffic/transportation projects in a fast-paced and rewarding work environment.

Position Summary:

The Project Administrator will support Project Managers and technical teams based out of our Woburn, MA or Quincy, MA offices. This role focuses on administrative, contractual, and project coordination tasks that help ensure smooth execution of projects across the Northeast Division. This role also includes coordination and support of the Northeast Division’s involvement in local industry associations. The ideal candidate is organized, detail‑oriented, and comfortable working in a fast‑paced consulting environment.

Your Responsibilities as a Project Administrator:

• Assist Project Managers with contract administration, including drafting, reviewing, and tracking contract documents, amendments, sub-agreements, vendor setups, 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 including helping to develop supporting documentation for invoices, accounts payable coordination, and monthly billing cycles.

• Monitor aged receivables and support project managers with collections.

• Schedule and coordinate internal project meetings, take notes, and distribute meeting minutes and action items.

• Provide general administrative support to project teams across the Northeast Division offices.

• Coordinate field staff or resident project representative assignments and provide weekly updated schedules to Project Managers.

• Coordinate with the internal Health and Safety department to complete project requirements and communicate with our external partners to schedule and coordinate work.

• Support local Association event attendance and logistics.

What we're looking for:

• 3+ years of experience in an administrative support or project coordination role (AEC industry preferred).

• Strong organizational and written/verbal communication skills.

• Excellent attention to detail.

• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and collaboration tools such as SharePoint and Teams.

• Basic understanding of contracts, proposals, and/or project financials.

• Ability to manage multiple priorities and work both independently and collaboratively.

• Sponsorship not available now or in the future.

Education:

Associate or Bachelor’s degree in Business Administration, Project Management, Engineering, or related field preferred.

Why you'll love working for us:

• Company-subsidized medical and dental.

• Company-paid life, short, and long-term disability.

• 401k match, tuition assistance, and more.

• Cross-training and the ability to work on a variety of projects.

• Performance-based bonuses or other incentives.

• Working with the best and brightest in the industry.

• 2,000+ employee national firm with 70+ locations across the US.

Apex Job Title: Project Administrator

Req ID: 11422

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Hourly Expected Pay Range
$28—$38 USD

We believe in equality for all and celebrate the diversity and differences of our employees, customers, and communities. We do not discriminate based on gender, race or color, ethnicity or national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, or any other applicable characteristics protected by law. Apex aims to make apexcos.com accessible to all users. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, please contact [email protected] or (301) 417-0200. Likewise, feel free to reach out to us if you would like to view or discuss Apex policy related to equal employment opportunity or have any related concerns. EO/AA/VEV/Disabled Employer

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