Administrative Coordinator - Architectural Engineering - Steven Winter Associates

About the Role: Steven Winter Associates, Inc. (SWA) is seeking an Accessibility Coordinator (AEC) to serve a pivotal role on our Accessibility Services (ADA) team. This position will support the administrative preparation and maintenance of proposals, assist in researching new business opportunities, drive and build external contractor relationships, and provide essential administrative support to the team. The successful candidate has experience in the AEC space, is a service-oriented self-starter with excellent interpersonal skills, strong written communication, exceptional administrative skills, and a keen eye for detail. This position may also work directly with clients, as needed. Exposure to the architectural, engineering or construction industry is a plus. **As part of the application process, a writing sample will be required.

The proposed annual salary range for this position is $70,000-$95,000 based on a 40-hour work schedule. The final salary will vary depending on confirmed job-related skills and experience.

Coordinator's Primary Responsibilities:

1. Collaborate with the team to support the development and submission of proposal documents while adhering to SWA’s brand guidelines, including writing, proofreading, editing, and formatting of all proposal content.
2. Manage, prepare, and submit proposals, supporting qualifications (firm/team/project profiles, resumes, etc.) and other documentation required in response to RFPs.
3. Maintain project profiles, case studies, and presentations while conforming to SWA’s brand standards.
4. Actively research and monitor RFP sites and other websites for opportunities. Maintain database to track potential developments, including but not limited to, project manager contacts, referenced activation dates, and scope of work.
5. Enter quotes, opportunities, and project requests into Dynamics, CRM.
6. Maintain a professional relationship with colleagues, clients, and project teams via the appropriate communication channels.
7. Provide feedback to improve processes and team efficiency.
8. Collaborate with Marketing team, as needed to create/update marketing collateral.
9. Coordinate with Contracts team, as necessary.

Coordinator's Qualifications:

• Bachelor’s degree, or equivalent experience in the architectural, engineering and construction space.
• 2-5 years relevant proposal coordination experience, preferably in the architecture, engineering or construction industry.
• Excellent writing skills including editing, grammar, and spelling.
• Editing and proofreading skills for accuracy, and consistency.
• Familiarity with proposal responses including RFPs, corporate templates, AE Forms, and SF330.
• Strong organizational and coordination skills.
• Excellent written communication, interpersonal and time management skills with ability to interact at all levels.
• Proficiency in MS Office.

Coordinator's Bonus Qualifications:

• Experience with Dynamics CRM.
• Advanced Excel knowledge.
• Adobe Creative Suite, especially InDesign, Acrobat.
• Ability to read architectural drawing sets.

Coordinator's Personal Qualities:

• Comfortable speaking up to clarify, correct or add new ideas.
• Works collaboratively across the team and independently, when required.
• Well-developed interpersonal skills, maturity, credibility, confidence, and integrity.
• Highly communicative and comfortable interacting with leadership daily.
• Ability to take ownership of tasks and initiatives and move them forward to completion.

PHYSICAL DEMANDS: While performing the duties of this job the employee will be primarily based in the office, performing office-based tasks, using computer-based software. Reasonable accommodation will be made to enable individuals with disabilities to perform the primary functions.

TRAVEL REQUIRED: No overnight travel is anticipated for this position. Some occasional local day travel may be necessary.

WORKING ENVIRONMENT: This position is considered hybrid with a minimum of 3 days per week in our New York, NY or Norwalk, CT offices and 2 days working in the field or remotely.

EQUAL OPPORTUNITY EMPLOYER (EEO) + 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 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 built environments 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 www.swinter.com.