Associate Project Manager

Apex is a consulting and engineering firm where your career growth, contributions, and potential are prioritized. We invest in your development while you work on impactful projects that shape communities and protect the environment. Our collaborative culture and commitment to exceptional outcomes have driven industry-leading growth, recently recognized by the Zweig Group. As we expand, we seek high-performing professionals to lead, innovate, and create impact. All positions are eligible for annual bonus opportunities, and this role includes a $5,000 sign-on bonus, subject to program terms.

About the Role

The Project Administrator will support Project Managers and technical teams in our Naples office, focusing on administrative, contractual, and project coordination tasks to ensure smooth project execution across the Southeast Division. The ideal candidate is organized, detail-oriented, and comfortable in a fast-paced consulting environment.

Responsibilities

• 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.

Requirements

• Associate or Bachelor’s degree in Business Administration, Project Management, Engineering, or related field preferred.
• 5+ years of experience in an administrative support or project coordination role supporting planning and/or land development projects.
• 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.

Benefits

• Company-subsidized medical and dental.
• Company-paid life, short-term, 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.
• Opportunity to work with industry-leading professionals.

Apex is a 2,000+ employee national firm with 70+ locations across the U.S.