Business & Documentation Admin (Procurement & Operations)

Job description

**About Agile Defense** At Agile Defense we know that action defines the outcome and new challenges require new solutions. That’s why we always look to the future and embrace change with an unmovable spirit and the courage to build for what comes next. Our vision is to bring adaptive innovation to support our nation's most important missions through the seamless integration of advanced technologies, elite minds, and unparalleled agility—leveraging a foundation of speed, flexibility, and ingenuity to strengthen and protect our nation’s vital interests. **Requisition #:** 1796 **Job Title:** Business & Documentation Admin (Procurement & Operations) **Location:** On-Site, Fort Huachuca, AZ **Clearance Level:** Top Secret, Must Have Clearance to Start ### Job Description Seeking a highly organized Government Procurement & Documentation Administrator to provide specialized business support, federal purchasing administration, and high-level documentation control. Operating at the intersection of government acquisition and contract compliance, this role serves as the administrative backbone of our project team. You will be responsible for managing purchasing pipelines, coordinating vendor agreements, attending technical meetings to draft executive-level minutes, and ensuring all procurement documentation and contract deliverables adhere to federal policies and formatting standards. Must already possess and be able to maintain an active Top Secret/SCI security clearance an obtain a polygraph. Key Responsibilities Procurement & Financial Administration: - Coordinate and track government procurement requests, purchasing pipelines, and vendor agreements in compliance with federal acquisition guidelines. - Liaise with contracting officers, vendors, and program managers to facilitate purchasing requests and monitor delivery statuses. - Monitor and track project budgets, purchasing ledgers, and contract spend plans, ensuring all tasks align with task order budget parameters. Documentation & Meeting Support: - Attend high-level technical, procurement, and administrative meetings to take, draft, and distribute precise, actionable meeting minutes. - Prepare, edit, and format project deliverables, technical reports, and contracting paperwork to ensure strict compliance with authoritative guidelines and organizational templates. - Manage the entire documentation lifecycle, including cataloging, filing, storing, and monitoring the distribution of all final deliverables. Operational & Administrative Support: - Assist in operations analysis, contract administration, and project scheduling. - Assess operational and business issues to develop proactive administrative approaches that meet quality, budget, and schedule goals. - Serve as the primary coordinator for logistical and general office administration support. - Works under general supervision, performing a variety of complex tasks. A wide range of creativity and latitude is expected. ### Education, Background, and Years of Experience - Master’s degree in business administration, Finance, Technical Writing, or a related field; OR - Bachelor’s Degree with at least 4 years of experience in business administration, finance, or technical writing within a government contracting environment. ### Required Skills - Advanced command of Microsoft Office Suite (especially Word, Excel, and PowerPoint) and SharePoint document libraries. - High proficiency in grammar, technical terminology, document layout, and editorial formatting. - Outstanding active listening skills for real-time note-taking, strong organization, and the ability to interact professionally with all levels of leadership. - Prepare meeting minutes, slides, and reports. - Must possess and be able to maintain an active Top Secret/SCI security clearance and obtain a polygraph ### Preferred Skills - Mastery of business management, government purchasing procedures, and documentation concepts. - Experience with federal procurement lifecycles, purchase requisitions, and vendor coordination. ### Working Conditions - Environment: Fast-paced, professional office environment requiring the ability to adapt to changing mission priorities and handle sensitive information with discretion. - Proven ability to work effectively in a collaborative team environment. - Exceptional interpersonal skills and the ability to handle stress and work well under pressure. - Location: 100% onsite. Primary work will be at the government site, with the possibility of up to 10% travel. - Physical Demands: Work is primarily sedentary but may require standing and walking and lifting/carrying or items up to 25 lbs.