Contracts & Proposal Coordinator / Administrative Support Specialist

Hoffmann Architects and Engineers • New York, NY

12d • $60,000 - $80,000 • Onsite

About The Position

Hoffmann Architects + Engineers is seeking an energetic and detail-oriented administrative professional to join its team in Midtown Manhattan. The Contracts and Proposal Coordinator / Administrative Support Specialist is responsible for managing contracts and coordinating proposals, while handling reception duties and providing essential administrative support to maintain operational efficiency. This role requires exceptional organizational skills, a high level of initiative, meticulous attention to detail, and outstanding written and verbal communication abilities. With offices in CT, NY, and VA, Hoffmann is an award-winning specialty architectural and engineering firm that has built a reputation for excellence by resolving building exterior distress at major symbols of the country’s architectural heritage, such as the United States Capitol building, the Smithsonian Institution, the Chrysler Building, and the New York Stock Exchange.

Requirements

• Bachelor's degree in a relevant field such as legal studies, contract management, architecture or engineering, business administration, or marketing or communications. Equivalent combination of academic and professional experience may be considered.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in reviewing documents.
• Highly organized with the ability to manage multiple tasks simultaneously and meet strict deadlines.
• Self-motivated and proactive in taking initiative.
• Proficiency in Adobe Acrobat and Microsoft Office applications, including Word, Excel, Outlook, PowerPoint.

Nice To Haves

• Experience with Adobe Acrobat Sign or similar electronic signature platform.
• Experience with Deltek CRM or comparable client relationship management software.
• Familiarity with AIA Contract Documents software.
• Demonstrated knowledge of architecture and engineering contract terms and industry standards.

Responsibilities

• Contract Management
• Prepare and review client, subconsultant, and subcontractor agreements, to ensure compliance with firm standards and legal requirements.
• Track the status of all agreements from initiation through execution and maintain accurate records.
• Review and evaluate terms and conditions provided by prospective clients, subconsultants, and subcontractors, to identify risks and recommend revisions.
• Coordinate with CFO, outside risk management, and outside counsel for guidance on contractual terms prior to execution.
• Proposal Coordination
• Collaborate with architecture and engineering technical staff to prepare and review winning proposals.
• Send proposals to clients and track status through final execution.
• Maintain records of all proposal-related activity in the Client Relationship Management (CRM) system.
• Administrative Support - New York Office
• Enter and maintain client and vendor contact information in the CRM.
• Answer phones and professionally represent the firm to callers and visitors.
• Order office supplies and maintain inventory.
• Ensure proper functioning of office equipment and coordinate repairs as needed.
• Liaise with building personnel and service vendors for maintenance and operational needs.
• Arrange meetings and plan office events.
• Provide administrative support to the New York technical staff.

Benefits

• Bonuses and profit sharing.
• 401(k) savings plan with employer match.
• New York State Employer Compensation Expense Tax (ECET) benefit.
• Student loan repayment assistance.
• Work-life balance, including a generous paid time off package and dependent care assistance.
• Medical, dental, and vision insurance with employer HSA contributions.
• No-cost disability insurance, life/AD&D insurance, an employee assistance program, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level