Contracts & Proposal Coordinator / Administrative Support Specialist

Application Instructions : To be considered for this exciting opportunity, submission of a resume and cover letter is required at the time of application. Please note, Hoffmann Architects + Engineers is unable to provide immigration sponsorship for this position.

Location : New York, NY

Position Overview

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 Chrysler Building, the New York Stock Exchange, the United States Capitol building, and the Smithsonian Institution.

Primary 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.

Required Education and Experience

• Bachelor's degree in a relevant area of study.
• Equivalent combination of academic and professional experience may be considered.

Required Qualifications and Skills

• 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.

Preferred Qualifications and Skills

• 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.

Compensation and Benefits

• The annual salary for this position in New York City generally ranges from $60,000 to $80,000. The actual salary offered will be determined based on job-related factors, including but not limited to geographic location, performance, experience, certifications, and education. This information is provided in accordance with the New York City Human Rights Law and represents our good-faith and reasonable estimate of the position's salary range at the time of posting.

Hoffmann Architects + Engineers offers:

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

Commitment to Equal Employment Opportunity

Hoffmann Architects + Engineers is committed to a culture of diversity and equal employment opportunity. We strictly prohibit discrimination against employees or applicants on the basis of age, ancestry or national origin, mental or physical disability or history of disability, gender, marital or familial status, pregnancy or childbirth, race or color, religion or creed, sexual orientation, gender identity or expression, genetic information, military status, domestic violence victim status, or any other characteristic protected by applicable law.