Hoffmann Architects + Engineers · 1 day ago
Contracts & Proposal Coordinator / Administrative Support Specialist
New York, NY
Full-time
Onsite
New Grad, Entry Level
$60K/yr - $80K/yrHoffmann Architects + Engineers is an award-winning specialty architectural and engineering firm seeking an energetic and detail-oriented administrative professional to join its team in Midtown Manhattan. The Contracts and Proposal Coordinator / Administrative Support Specialist will manage contracts, coordinate proposals, and provide essential administrative support to maintain operational efficiency.
ArchitectureCivil EngineeringInterior Design
No H1B
Responsibilities
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
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
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
Qualification
Required
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
Preferred
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
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!
Company
Hoffmann Architects + Engineers
Founded in 1977, Hoffmann Architects + Engineers specializes in the rehabilitation of the building enclosure.
Founded in 1977
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Erin Kesegi
Vice President
Benjamin Robinson
Director of Architecture
Recent News
Hartford Business Journal
2025-09-15
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