Business & Documentation Admin (Procurement & Operations)

Agile Defense; Northern (KY); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Agile Defense is seeking a highly organized Government Procurement & Documentation Administrator to support federal purchasing, contract compliance, and documentation control at a government site. You will manage procurement pipelines, vendor agreements, and meeting minutes for executive-level Programs.

Requires active Top Secret/SCI clearance and ability to obtain a polygraph. On-site work at Fort Huachuca, AZ with potential travel.

Qualifications

• 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.
• Experience in government procurement processes and contract documentation.

Responsibilities

• Coordinate and track government procurement requests and vendor agreements per federal guidelines.
• Attend meetings to take, draft, and distribute precise minutes for executive-level programs.
• Prepare and format contracting paperwork to ensure compliance with guidelines.

Skills

Procurement

Documentation

Vendor coordination

Meeting minutes

Active listening

Budget tracking

MS Office

SharePoint

Education

Master’s in admin/finance/writing

Bachelor’s + 4 years gov contracting

Tools

MS Office Suite

SharePoint

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.

Our Core Values

Employees of Agile Defense are our number one priority, and the importance we place on our culture here is fundamental. Our culture is alive and evolving, but it always stays true to its roots. Here, you are valued as a family member, and we believe that we can accomplish great things together. Agile Defense has been highly successful in the past few years due to our employees and the culture we create together.

What makes us Agile? We call it the 6Hs, the values that define our culture and guide everything we do. Together, these values infuse vibrancy, integrity, and a tireless work ethic into advancing the most important national security and critical civilian missions. It s how we show up every day. It s who we are.

• 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