Resource Coordinator

Job description

### About the Role Prophet is looking for a Resource Coordinator who thrives in the details — someone who keeps talent moving, contractors supported, and hiring running smoothly across a fast-paced consulting environment. In this role, you'll be a critical connector between our Resource Managers, project teams, contractors, and candidates. You'll participate in the end-to-end mechanics of staffing execution: sourcing and onboarding contractors, managing agreements and invoices, keeping our tracking systems sharp, and ensuring interview pipelines move without friction. You'll also bring a continuous improvement mindset, using AI tools and automation to work smarter and reduce manual lift wherever possible. This is a role for someone who finds satisfaction in precision and follow-through, who takes ownership over their workstreams, and who understands that great operational support is what allows strategy to actually land. ### Your Day to Day Resourcing Support - Support staffing requests from intake through deployment in partnership with Resource Managers - Source contractors independently through agencies and direct outreach - Serve as a primary point of contact for contractor communication once staffing is confirmed - Track contractor availability, start and end dates, and extensions - Follow up with project teams on timing or scope changes and escalate resourcing risks as needed Contractor Coordination & Operations - Prepare and manage contracts and agreements for contractors, vendors, and service providers; route signatures via AdobeSign - Execute contractor onboarding, including welcome communications and orientation details - Create contractor profiles and manage bookings in internal systems - Receive invoices, verify accuracy, route for approval, and submit to Accounts Payable - Monitor and manage contract changes, amendments, and extensions - Maintain the Contractor Tracker, Invoice Tracker, and SharePoint e-filing‑ system - Coordinate intake or alignment conversations between contractors, agencies, and internal teams as needed Recruiting Coordination *(Contractor and Full Time)* - Monitor candidate flow in Greenhouse and support efficient progression through hiring stages - Coordinate high volume‑ interview scheduling across stakeholders - Manage frequent, real-time schedule changes driven by shifting priorities - Prepare and distribute interview guidelines and briefing materials - Coordinate interview debriefs and interview logistics AI Enablement & Workflow Improvement - Use AI tools to support resourcing, contractor coordination, and recruiting workflows - Identify opportunities to streamline manual processes through AI or automation - Maintain clean, structured data to support effective use of AI tools across resourcing operations ### What You Bring - 2+ years of experience in resourcing, staffing, creative services, or recruiting coordination - Experience working with contractors or freelance talent - Understanding of the resourcing lifecycle from intake through deployment - Comfort sourcing contractors and working with external agencies - Strong Excel skills, including pivot tables and tracking - Highly organized, detail oriented‑, and dependable - Sound judgment and ability to manage competing priorities - Comfortable working in fast-paced‑, evolving environments Location: Austin, TX - 3 days in office required Salary: $60,000-$70,000 Prophet is an equal opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. All employment, promotion, and evaluation decisions are based on qualifications, merit and business need.