Business & Documentation Administrator (Procurement & Operations)

Business & Documentation Administrator (Procurement & Operations)

Position Overview Type: Full-Time

Location: Huntsville, AL

Travel: None expected

Clearance: Department of Defense (DoD) Top Secret/SCI security clearance and obtain a polygraph

Work Authorization: U.S. Citizenship required

THIS POSITION IS CONTINGENT UPON CONTRACT AWARD.

Summary/Objective

Five Stones Research Corporation (5SRC) is seeking energetic candidates to join our established and growing Huntsville-headquartered team.

We are 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.

Essential Functions

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.
• Prepare meeting minutes, slides, and reports.

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.

Required Education and Experience

• One of the following combinations of education and experience:
  • Master’s degree in business administration, Finance, Technical Writing, or a related field
  • Bachelor’s Degree with at least 4 years of experience in business administration, finance, or technical writing within a government contracting environment.
• Mastery of business management, government purchasing procedures, and documentation concepts.
• Experience with federal procurement lifecycles, purchase requisitions, and vendor coordination.
• 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 notetaking, strong organization, and the ability to interact professionally with all levels of leadership.
• US Citizenship Required; Minimum of an Active Top Secret/SCI security clearance and the ability to satisfactorily pass a polygraph examination.

What We Offer:

• 401(k) Matching
• Company Events
• Dental Insurance
• Employee Recognition Programs
• Health Insurance
• Life Insurance
• Paid Time Off
• Parental Leave
• Performance Incentives
• Student Loan Repayment
• Tuition Reimbursement
• Vision Insurance

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.