Apex Companies, LLC

Project Administrator

Apex Companies, LLC

full-time

Posted on:

Location Type: Hybrid

Location: Woburn • Massachusetts • United States

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Salary

💰 $28 - $38 per hour

About the role

  • 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 external partners to schedule and coordinate work

Requirements

  • 3+
  • years of experience in an administrative support or project coordination role
  • 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.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
contract administrationbudget managementinvoice preparationproject schedulingdocumentation managementrisk trackingquality assuranceaccounts payable coordinationproject financialsdata analysis
Soft Skills
organizational skillswritten communicationverbal communicationattention to detailtime managementcollaborationindependencemultitaskingproblem-solvingmeeting coordination
Certifications
Associate's DegreeBachelor's DegreeProject Management certification