Administrative, Contracts & Marketing Coordinator

SP+A is an award-winning, integrated architectural, engineering, and interior design firm with a long-standing reputation for delivering innovative solutions throughout Connecticut and the Northeast. Our multidisciplinary practice provides planning, architecture, engineering, interior design, and building envelope consulting services for a diverse range of public and private clients.

K-12 public schools

Emergency service facilities

Public infrastructure improvements

Roofing and building envelope investigations

Historic preservation and restoration

Commercial and institutional projects

We are seeking a highly organized, energetic, and creative professional who enjoys working in a collaborative design environment and is excited to contribute to both the day-to-day operations and the continued growth of our firm.

Position Overview
The Administrative, Contracts & Marketing Coordinator is a key member of our team, supporting firm leadership, project managers, architects, engineers, and interior designers. This position combines front office administration, contract administration, marketing support, and general office operations into a dynamic and rewarding role.

The successful candidate will be a strong multitasker who enjoys variety, takes initiative, communicates professionally, and is comfortable working with multiple software platforms while supporting a fast-paced professional office.

Primary Responsibilities
Administrative & Front Office

Serve as the first point of contact by greeting visitors and answering incoming phone calls.

Coordinate incoming and outgoing mail, shipping, and deliveries.

Maintain a professional and welcoming reception area.

Assist with scheduling meetings and conference room coordination.

Oversee all incoming and outgoing mail, along with distribution of all packages.

Prepare meeting agendas and distribute meeting minutes.

Coordinate travel arrangements and general administrative support.

Contracts (AIA) & Project Administration

Assist with preparation, formatting, and processing of professional service agreements and contract documents using AIA software.

Enter and maintain information within project management software.

Organize and maintain digital and physical project files.

Assist with document distribution and project correspondence.

Maintain project records and archival systems.

Support project teams with administrative tasks throughout the project lifecycle.

Marketing & Business Development

Support the firm's marketing and business development initiatives.

Assist in preparing proposals, qualifications packages, and presentations.

Coordinate social media content and scheduling.

Create and post project updates, employee highlights, photography, short videos, and company announcements.

Assist in maintaining marketing databases and client contact information.

Help coordinate community outreach events, conferences, and networking opportunities.

Participate in developing creative marketing ideas that showcase the firm's work and culture.

Office Operations

Coordinate office supplies and vendor relationships.

Assist with company vehicle scheduling and management.

Help maintain office organization and daily operations.

Support firm-wide initiatives and special projects as assigned.

Qualifications

Excellent organizational and multitasking abilities.

Strong written and verbal communication skills.

Exceptional attention to detail.

A positive, professional, and customer-focused attitude.

Ability to prioritize multiple assignments and meet deadlines.

Strong interpersonal skills with the ability to work collaboratively.

Software & Technical Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Ability to quickly learn and navigate multiple software platforms.

Comfortable working with document management and project management systems.

Experience with social media platforms and content posting.

Familiarity with photo, video, and digital content management is a plus.

Graphic design or marketing software experience (Adobe Creative Suite, Canva, etc.) is beneficial but not required.

Preferred Experience

Experience in an architectural, engineering, construction, consulting, or professional services environment is preferred but not required.

Experience with contract administration or project coordination is a plus.

Interest in architecture, engineering, design, construction, or the built environment is highly desirable.

Why Join Silver/Petrucelli + Associates?
At SP+A, you'll become part of a collaborative team that designs facilities serving communities throughout Connecticut. Every day brings new opportunities to contribute to meaningful projects that improve education, public safety, municipal services, and the built environment. We value initiative, creativity, professionalism, and teamwork, and we encourage employees to grow their skills while contributing ideas that help shape the future of our firm.

We offer a competitive compensation and benefits package, including:

Competitive salary ($24 - $36 per hour dependent on experience), possible year-end bonuses

Health, Dental, Life and Disability insurance

Paid vacation, holidays and wellness

401K

Collaborative and supportive team environment

Long-term career growth within an established, multidisciplinary design firm

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