Project Administrator

Project AdministratorAre you driven to grow, lead, and make a meaningful impact? At Apex, we're building more than a consulting and engineering firm—we're creating a place where your career accelerates, your contributions matter, and your potential is fully realized. We believe your growth is our growth, which is why we invest in your development at every stage of your career. Here, you'll work on projects that shape communities, protect the environment, and create lasting impact, all while being empowered with the autonomy and flexibility to do your best work. Fueled by high quality delivery, exceptional client retention, and strategic acquisitions, Apex Companies continues to rank among the fastest-growing firms in the AEC industry, recently recognized by the Zweig Group for our industry-leading growth. Our success is grounded in strong leadership, a collaborative culture, and a shared commitment to delivering exceptional outcomes. As we continue to grow, we're focused on building a team of high-performing professionals who are ready to lead, collaborate, and push what's possible. At Apex, you don't just join a company, you help shape what comes next.Position Summary: The Project Administrator will support Project Managers and technical teams based out of our Naples office. This role focuses on administrative, contractual, and project coordination tasks that help ensure smooth execution of projects across the Southeast Division. 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, 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.What we're looking for:Associate or Bachelor's degree in Business Administration, Project Management, Engineering, or related field preferred.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.Ability to manage multiple priorities and work both independently and collaboratively.Sponsorship not available now or in the future.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.