Resource Coordinator

Austin, TX

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 escalate 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.

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