Operations & Administrative Coordinator

LED FastStart • Metairie, LA

9d

About The Position

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.

Requirements

• Manage multiple priorities
• Protect confidential information
• Maintain accurate records
• Communicate professionally
• Follow established procedures
• Move assignments to completion with limited supervision

Responsibilities

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed