Business & Documentation Admin (Procurement & Operations)

Agile Defense, LLC; Fort Huachuca (AZ); On-site; USD 90,000 - 110,000; Full time

Job summary

Agile Defense, LLC is seeking a highly organized Government Procurement & Documentation Administrator to manage procurement pipelines, vendor agreements, and executive-level meeting minutes. This onsite role requires an active Top Secret/SCI clearance and polygraph eligibility, with a focus on federal policies and contract deliverables.

Responsibilities include coordinating procurement, tracking budgets, drafting minutes, and ensuring documentation adheres to guidelines and templates.

Qualifications

• Master's degree or Bachelor's plus 4+ years in government contracting environment.
• Extensive experience with procurement processes and documentation control.

Responsibilities

• Coordinate government procurement requests and purchasing pipelines in compliance with federal guidelines.
• Liaise with contracting officers, vendors, and program managers to facilitate requests and monitor delivery statuses.
• Maintain project budgets, purchasing ledgers, and contract spend plans in line with budgets.

Skills

MS Office Suite

SharePoint

Documentation

Meeting minutes

Note-taking

Interpersonal skills

Education

Master's degree in business administration, Finance, Technical Writing, or related field

Bachelor's Degree with 4+ years government contracting experience

Tools

SharePoint

MS Word

MS Excel

MS PowerPoint

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 and obtain a polygraph.

Key Responsibilities

• 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.
• 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.
• 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.

Our Core Values

• Happy - Be Infectious. Happiness multiplies and creates a positive and connected environment where motivation and satisfaction have an outsized effect on everything we do.
• Helpful - Be Supportive. Being helpful is the foundation of teamwork, resulting in a supportive atmosphere where collaboration flourishes and collective success is celebrated.
• Honest - Be Trustworthy. Honesty serves as our compass, ensuring transparent communication and ethical conduct, essential to who we are and the complex domains we support.
• Humble - Be Grounded. Success is not achieved alone, humility ensures a culture of mutual respect, encouraging open communication, and a willingness to learn from one another and take on any task.
• Hungry - Be Eager. Our hunger for excellence drives an insatiable appetite for innovation and continuous improvement, propelling us forward in the face of new and unprecedented challenges.
• Hustle - Be Driven. Hustle is reflected in our relentless work ethic, where we are each committed to going above and beyond to advance the mission and achieve success.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.