Administrative Coordinator

Swinter; Norwalk (CT); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k

Commuter benefits

Job summary

Steven Winter Associates, Inc. (SWA) in Norwalk, CT is seeking an Administrative Coordinator to keep our office operations running smoothly and to support contract administration across clients, consultants, and vendors.

This full-time, in-office role focuses on logistics, document management, and timely contract processing. You’ll collaborate with project teams, finance, and operations to ensure accuracy and compliance while maintaining records and workflows.

Qualifications

• 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 related field preferred, or equivalent experience.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.

Responsibilities

• 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 QA/QC standards to office records, administrative procedures, and document management.
• Facilitate contract administration workflows, 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.
• Serve as point of contact between technical teams, and external clients on contract status and administrative inquiries.
• Assist with contract-related projects and administrative initiatives to improve efficiency and workflows

Skills

Contract administration

Administrative support

Communication

Organization

Attention to detail

Education

Associate or bachelor’s degree in business administration or related field

Tools

DocuSign

Adobe

PandaDoc

MS Word

Excel

Job description

Career Opportunities with Steven Winter Associates

Current job opportunities are posted here as they become available.

Subscribe to our RSS feeds to receive instant updates as new positions become available.

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.

Be part of a collaborative and supportive environment where your ideas matter.

Work on real projects, seeing the impact of your work in the field and in communities.

Learn from experienced building science professionals.

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.

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.

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.

PHYSICAL REQUIRMENTS

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.

SWA is committed to inclusion and will provide reasonable accommodation for individuals with disabilities.

Company Principles

Be visionary. Foster camaraderie. Take ownership. Think holistically. Improve the built environment.

EEO AND DIVERSITY, EQUITY, AND INCLUSION (DEI)

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 www.swinter.com .