Administrative Coordinator

For over 50 years, we’ve been on a mission to make buildings and communities more sustainable, accessible, healthy, and resilient. It’s what drives us day in and day out. Through our five company principles, we empower our people to go beyond industry standards, confront new challenges, and continue to transform the built environment. Be Visionary Lead the industry forward. Take Ownership Pursue opportunities for building lasting success. Think Holistically Collaborate to optimize whole building and community solutions. Foster Comradery Engage with one another to build community. Improve the Built Environment Impact the world in positive and meaningful ways. We offer guidance, advocacy, and hands‑on support to help contractors, developers, designers, and beyond champion sustainability, accessibility, and inclusivity in their work. Our research projects shape the policies, energy codes, standards, building certification programs, and best practices used industry‑wide. Our greatest strength is our people. At SWA, we value openness, collaboration, and respect at every level of our organization so that all voices are heard. We come together to help our partners design buildings today that will withstand the challenges of tomorrow. Advocate SWA consultants are the voices for communities and the planet. We champion what is best for building occupants and neighborhoods, and we advocate for practices that are less energy‑and carbon‑intensive. The end result is a built environment that is resilient against climate change, keeps people healthy and safe, and is accessible to all. Lead We are a leading voice in the built environment, proactively collaborating with government, industry, and private sectors on high‑impact projects. As an employee‑owned company, we have the autonomy to prioritize our clients, shape our future, and make a meaningful impact on some of the world’s most pressing challenges. Internships SWA periodically hires interns for the summer, and at various stages throughout the year, if there is an opportunity. Want to spend your summer working on projects that make a difference? Here, you’ll dive into actual projects, and work with real challenges. Every project we do has one goal: to create a more sustainable future. What We Look For: Undergraduate interns must be currently enrolled in a college or university and be graduating in the Spring/Summer semester of the current year. Our internships are also open to graduate applicants. Your journey with us starts wherever you are. Starting out? We’ll help you build core skills and find your strengths. As you advance to more mid‑level and senior roles, we’ll work together to shape your path. Think of it as a partnership: you bring your ambitions and interests; we provide the opportunities and support to help you succeed at every level. Training We developed a comprehensive onboarding training for new hires, we provide practical, technical, and position‑based training that includes project management training, supervisor training, and company process training. All employees have access to online learning paths, courses, and videos to supplement their skills in the areas of business, technology, and creativity. Employee Stories Alex Guerrieri Sustainability Consultant Alex shares insights about his work, his goals, and his vision for the future of his role. Principal Mechanical Engineer Gayathri shares how her work at SWA has enabled her to influence code requirements, leading to more energy‑efficient buildings. Jennifer Low Senior Accessibility Consultant Jennifer shares how she got started in her role and how the building industry is changing to prioritize accessibility and inclusivity starting in the planning and design phases. What’s it really like to work in the sustainability and accessibility fields and consult on some of the biggest projects in the world? Our Buildings + Beyond podcast team caught up with SWA employees to hear about their career paths and their day‑to‑day jobs. Our company policies and benefits are designed to meet the diverse needs of our team. Health and Wellness Benefits Medical, dental, and vision benefits Company paid short‑ and long‑term disability Flexible Spending Accounts for healthcare and dependent care Paid time off / holidays Paid family leave Employee assistance program Monthly points for employee well‑being and lifestyle benefits Competitive salary and pay equity program 401(k) plan with employer match Professional development for career advancement Commuter benefits for transit and parking Work Authorization: Applicants must currently be authorized to work in the United States on a full‑time basis. Steven Winter Associates (SWA) does not sponsor employment‑based visas (e.g., H‑1B, OPT, etc.) for this position, now or in the future. Why Steven Winter Associates? At SWA, you’re not just joining a company, you’re joining an employee‑owned team committed to making buildings healthier, more sustainable, and lower‑carbon. Be part of a collaborative and supportive environment where your ideas matter. Work on real projects, seeing the impact of your work in the field and in communities. Learn from experienced building science professionals. Why This Role Matters: Steven Winter Associates, Inc. (SWA) is on the search for an Administrative Coordinator for its Norwalk, CT office. Someone proactive who genuinely enjoys keeping things organized and on track. This is a new role supporting our Norwalk, CT office logistics and SWA’s contractual process for clients, consultants, and vendors. It’s a multi‑faced administrative position split between office management (logistics, supplies, and facility upkeep), and contract administration. You’ll serve as an operational liaison for compliance, ensuring timely contract processing across operations, finance, and internal stakeholders. This isn’t a legal role. You won't be drafting or negotiating complex contracts. Instead, we need a sharp, quick thinker to manage workflows: routing agreements for signatures, tracking W‑9s and insurance certificates, and keeping records clean. If you like connecting the dots between project teams, finance, and office operations, this role is for you. The proposed annual salary range for this position is $65,000 to $75,000 based on a 40‑hour work schedule. The final salary may vary depending on confirmed job‑related skills and experience. A Few Things to Know: This is a full‑time, “in‑office” position in our Norwalk, CT office, Monday through Friday. A cover letter is requested with your application outlining interest. Responsibilities: Reasonable accommodation will be provided to enable individuals with disabilities to perform the essential functions. Office Operations & Facilities Coordination: Manage day‑to‑day Norwalk office logistics, including mail/package routing, supply inventory management, catering arrangements, and vendor service oversight. Support facilities coordination and maintain efficient office operations. Apply Quality Assurance / Quality Control (QA/QC) standards to office records, administrative procedures, and document management. Agreements & Document Administration: Facilitate contract administration workflows in accordance with SWA procedures, including contract intake, document routing, e‑signatures (DocuSign, Adobe, PandaDoc), and distribution. Review contract revisions and amendments for completeness and accuracy before routing for execution. Facilitate Certificate of Insurance (COI) requests, W‑9 tracking, and vendor compliance requirements with internal teams and external partners. Serve as point of contact between technical teams, and external clients on contract status and administrative inquiries. Special Projects: Assist with contract‑related projects and administrative initiatives to improve efficiency and workflows Who You Are: 2 + years’ experience with contractual and/or administrative work. Basic understanding of contract lifecycle and compliance principles. Associate or bachelor’s degree in business administration or a related field preferred, or equivalent experience. Tech‑savvy with proficiency in MS Word, Excel, Adobe, and DocuSign (or similar e‑signature platforms). Strong written and verbal communication skills. Exceptional organizational skills and sharp attention to detail, with the ability to manage competing priorities independently. Comfortable interfacing across teams. Skills: Experience with insurance requirements related to contracts. Quality Assurance Control procedures. Contract and/or Document Management Software (Adobe, DocuSign, PandaDoc, etc.). Preferred Knowledge: Experience with professional services firms in the architecture, engineering, or construction (AEC) industry. PHYSICAL REQUIRMENTS: While performing the duties of this job, the employee will be primarily based in‑office performing office‑based tasks. The employee frequently is required to walk; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand. The employee may be required to lift or move objects up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and the ability to adjust focus. TRAVEL REQUIREMENTS: Some occasional, local day travel may be necessary to the New York office. WORKING ENVIRONMENT: This is an onsite position based in SWA’s Norwalk, CT office, with an expectation of five days per week in the office . Benefits and Perks: SWA invests in our people, and we’ve designed a benefits package tailored to meet the needs of our team to include medical, dental, vision, 401k (with match), commuter benefits, etc. Company Principles: Be visionary. Foster camaraderie. Take ownership. Think holistically. Improve the built environment.

EEO AND DIVERSITY, EQUITY, AND INCLUSION (DEI)

SWA is an Equal Opportunity Employer – all qualified applicants will be afforded equal employment opportunities without discrimination because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, or marital status. Diversity, Equity, and Inclusion (DEI): SWA is a workplace where we are aware of and welcoming of the ways in which we are all diverse as evidenced by a culture of listening and understanding. We endeavor to create a workplace where people feel empowered to act; a safe place where people are open to discussing different views; ongoing education opportunities around diversity, equity, and inclusion; and to build a culture of belonging and accountability. About Us: Steven Winter Associates, Inc. (SWA) provides research, consulting, and advisory services to improve commercial, residential, and multifamily buildings for private and public‑sector clients. We specialize in energy, sustainability, and accessibility consulting as well as certification, research & development, and compliance services. Our team of professionals has led the way since 1972 in the development of best practices to achieve high performance buildings. For further information on Steven Winter Associates, please visit . Notice to External Search Firms : Steven Winter Associates, Inc. is not currently partnering with external search firms. Please do not send resumes to our company or any of our employees without prior approval. Unsolicited resumes will not be accepted or acknowledged. #J-18808-Ljbffr Steven Winter Associates, Inc