Apex Engineers Inc

Compensation

Full Description

Description At Apex Engineers, we deliver buildable, logical, and efficient structural solutions with responsiveness, integrity, and creativity. As a growing structural firm specializing in residential and commercial projects, we are always looking to add an Administrative Assistant to our team to keep up with our growth. This role can be in either our Kansas City, MO or Denver, CO office. We're looking for a detail-oriented, professional, and proactive Administrative Assistant to join our team. In this role, you'll support project managers and engineers with essential administrative and project coordination tasks that keep our work running smoothly. You'll handle client communications, assist with billing and collections, and help maintain accurate project records. You'll also cross-train with other Administrative Assistants to provide backup coverage across departments and may take on additional responsibilities as your capacity and skills grow. This position offers the opportunity to learn the inner workings of a project-based professional services firm and develop a strong foundation for future growth. What you will do at Apex: Support project managers and engineers with day-to-day administrative tasks Manage phone calls, emails, and mail correspondence with clients and partners Assist with project setup, maintenance, and closeout in Deltek Ajera Support invoicing, billing follow-up, and collections efforts Prepare and proof correspondence, reports, and other project-related documents Provide coverage for other Administrative team members during absences Maintain accurate digital records following firm procedures Identify opportunities to improve processes and help the team work more efficiently What you will get from Apex: We offer competitive pay based on experience, along with a comprehensive benefits package that includes health insurance, dental/vision insurance, company paid life and disability insurance, paid time off, and a 401(k) with a 4% employer match after 6 months of service. This position is primarily in-office, with limited flexibility for occasional remote work as appropriate. More About the Role: General Expectations for Proficiency • Demonstrates consistent attention to detail and organizational accuracy in daily tasks. • Responds to internal requests and communications in a timely, professional manner. • Maintains confidentiality and handles sensitive information responsibly. • Follows established processes and procedures while seeking clarification when needed. • Actively supports a collaborative and inclusive office environment. Core Competency: Administrative & Organizational Skills • Maintains organized, up-to-date records of contracts, and project files. • Coordinates staff calendars, meetings, and inspections efficiently. • Supports office supply management and basic vendor coordination tasks. • Uses Microsoft Office tools effectively and learns company systems (e.g., Deltek Ajera) with training and experience. Core Competency: Communication & Interpersonal Skills • Communicates clearly and professionally in writing and verbally. • Builds positive working relationships with team members and external partners. • Supports communication across departments to facilitate timely workflows and reduce rework. Core Competency: Project Support & Coordination • Assists with project setup, scheduling, and tracking under guidance. • Helps maintain documentation for deliverables and status updates. • May support proposal formatting or submission tasks with oversight. Core Competency: Financial & Billing Knowledge • Learns and performs basic invoicing or billing functions under supervision. • Supports tracking of expenses or time entry compliance as needed. • Gains familiarity with project-based accounting and administrative tools. Core Competency: Problem-Solving & Adaptability • Prioritizes tasks effectively in a dynamic work environment. • Adjusts plans quickly to support field staff or urgent project needs. Core Competency: Compliance & Records Management • Ensures required documentation is filed, up to date, and accessible. • Handles private or regulated information appropriately and securely. Core Competency: Client Service • Supports internal teams with a helpful, responsive attitude. • Maintains a courteous, professional demeanor with external clients and partners. Core Competency: Administrative & Project Accountability • Completes timesheets and administrative tasks correctly and on schedule. • Takes ownership of errors and follows through on correction and learning. • Understands the importance of deadlines and meets scheduling expectations. • Brings questions about scope, billing, or schedule to the appropriate person. Additional Information This position is open to direct applicants only. Recruiters, please do not contact us regarding this role. Requirements Minimum Qualifications • High school diploma or equivalent required. Associate degree in Business, Accounting, or a related field preferred. • Proficiency with Microsoft Office Suite; familiarity with business software preferred. • Strong communication, time management, and organizational skills. • Strong attention to detail, organization, and follow-through • Professional communication skills, both verbal and written • Ability to manage time effectively in a fast-paced environment • Dependable, adaptable, and comfortable working both independently and collaboratively • Prior experience in an administrative or accounting support role (preferred) • Familiarity with project-based work environments in architecture, engineering, or construction (preferred) • Experience using Deltek Ajera or similar project accounting software (preferred) Other Requirements • Must be authorized to work in the United States. No sponsorship is available at this time. Physical Demands and Work Environment • Office setting requires the ability to lift up to 25 pounds occasionally. Ability to sit, stand, walk, and use computer equipment for extended periods. Disclaimer: This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties as necessary.