Resource Coordinator

Prophet • Austin, TX

20h • Hybrid

About The Position

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.

Requirements

• 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

Responsibilities

• 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
• 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
• 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
• 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 This Job Offers

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