Resource Coordinator
Prophet · Austin, Texas, United States
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.