Resourcing & Onboarding Specialist

Prophet Security; Austin (TX); On-site; USD 60,000 - 70,000; Full time

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 elevate 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.