Operations & Administrative Coordinator

Operations & Administrative Coordinator

Phoenix Prodigy Enterprise is seeking a highly organized, proactive, and dependable Operations & Administrative Coordinator to support the Founder and Chief Executive Officer and strengthen day-to-day corporate operations. This position coordinates executive administration, business operations, human resources administration, government contracting support, proposal coordination, compliance documentation, procurement, financial administration, document control, technology administration, and strategic projects. The successful candidate must be able to manage multiple priorities, protect confidential information, maintain accurate records, communicate professionally, follow established procedures, and move assignments to completion with limited supervision.

Primary Responsibilities

• Executive Operations: Coordinate calendars, meetings, briefing materials, correspondence, action items, follow-up, travel-related administration, and executive priorities.
• Business Administration: Maintain organized operating records, trackers, deadlines, office procedures, recurring administrative workflows, and cross-functional follow-up.
• Human Resources Administration: Support recruiting coordination, candidate communications, onboarding and offboarding administration, personnel files, training records, benefits and payroll coordination, and employee documentation.
• Government Contracting Administration: Assist with opportunity tracking, registrations, certifications, contract files, reporting requirements, compliance calendars, subcontractor and vendor documentation, and audit-ready records.
• Proposal and Business Development Support: Coordinate proposal schedules, collect required documents, maintain capability and past-performance files, support registrations, and organize submission materials.
• Procurement and Vendor Coordination: Support purchase requests, vendor communication, quotations, purchase documentation, supplies, service coordination, and receipt tracking.
• Financial Administration: Route invoices and expense documentation, maintain payment and reimbursement trackers, support budget monitoring, organize receipts, and coordinate records with accounting.
• Document and Records Management: Maintain naming conventions, version control, electronic and physical files, standard operating procedures, templates, forms, retention requirements, and access controls.
• Technology Administration: Support user access, account setup, software coordination, equipment records, shared drives, Microsoft 365 administration support, and basic troubleshooting or vendor escalation.
• Project and Task Coordination: Maintain project plans, task trackers, meeting notes, deadlines, deliverables, responsible parties, status updates, risks, and unresolved action items.
• Compliance and Confidentiality: Protect employee, financial, client, proprietary, and government information and follow applicable company, client, and contract requirements.
• Continuous Improvement: Identify administrative gaps, recommend practical improvements, help standardize recurring work, and support business continuity and delegation.

What Success Looks Like

Executive calendars, meeting materials, and follow-up items are accurate and prepared on time. Corporate, personnel, contract, procurement, and financial records remain organized, current, and audit-ready. Onboarding, access, documentation, and administrative deadlines are completed without avoidable delay. Invoices, receipts, purchase documentation, and requests are routed promptly to the correct party. The CEO receives clear status updates, identified risks, and proposed solutions rather than incomplete handoffs. Recurring work is converted into reliable checklists, templates, trackers, and standard procedures.