Project Administrator

Apex Companies, LLC

Project Administrator supporting Project Managers in a hybrid role at Apex Companies. Focus on administrative, contractual, and project coordination tasks in Woburn, MA.

Posted 5/7/2026full-timeWoburn • Massachusetts • 🇺🇸 United StatesMid-LevelSenior💰 $28 - $38 per hourWebsite

About the role

Key responsibilities & impact

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

What you’ll need

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

Comp & perks

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.
Working with the best and brightest in the industry.
2,000+ employee national firm with 70+ locations across the US.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

contract administrationbudget managementinvoice preparationproject schedulingdocumentation managementrisk trackingquality assuranceaccounts payable coordinationproject financialscompliance requirements

Soft Skills

organizational skillswritten communicationverbal communicationattention to detailability to manage multiple prioritiescollaborative workindependent work