Administrative Coordinator

Administrative Coordinator

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.

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-faceted 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.
• Please read below on "how to apply".

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.
• Maintain SWA's document repository, tracking renewals, expiration dates, etc.
• 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.

How to Apply:

• A cover letter is required for consideration, outlining your interest in the role. If there's anything on your resume that could benefit from further context or clarification, the cover letter is a great opportunity to explain it.
• If you meet at least 75% of the qualifications, we encourage you to apply.
• SWA is committed to inclusion and will provide reasonable accommodation for individuals with disabilities.

Physical Requirements: 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