Administrative, Contracts & Marketing Coordinator

Join Our Team

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.

Our portfolio includes:

• K-12 public schools
• Higher education facilities
• Municipal buildings
• 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.

·        Oversees 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

The ideal candidate will possess:

• 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.

Compensation & Benefits

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
• Professional development opportunities
• Collaborative and supportive team environment
• Long-term career growth within an established, multidisciplinary design firm