Hybrid Project Administrator

at Apex Companies, LLC

• Job title: Project Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $28 - $38 per hour
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Quincy, United States

About the role

• Project Administrator supporting Project Managers and technical teams in a hybrid role at Apex Companies. Involves administrative, contractual, and project coordination tasks in the Northeast Division.

Responsibilities

• 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.

Requirements

• 3+
• Associate's or Bachelor's Degree is preferred. Business Administration, Project Management, Engineering or a related major would be a plus.
• 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.
• Previous AEC industry experience is a plus.

Benefits

• 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.