Project Administrator

Apex is a consulting and engineering firm focused on career growth, meaningful impact, and shared success. We invest in your development, offer autonomy and flexibility, and work on projects that shape communities and protect the environment. Our rapid growth is driven by high-quality delivery, strong leadership, and a collaborative culture.

About the role

The Project Administrator will support Project Managers and technical teams in our Fort Myers or Naples office, focusing on administrative, contractual, and project coordination tasks to ensure smooth project execution across the Southeast Division.

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.
• 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.

Benefits

• Company-subsidized medical and dental insurance.
• Company-paid life, short-term, and long-term disability insurance.
• 401(k) match and tuition assistance.
• Cross-training and opportunities to work on a variety of environmental projects.
• Performance-based bonuses and other incentives.
• Opportunities for continued technical and professional development.

Pay

This role is eligible for a $5,000 sign-on bonus, subject to the terms and conditions of the Company's sign-on bonus program. All Apex positions are eligible for annual bonus opportunities.