Operations Coordinator

Operations Coordinator

Location: Gaithersburg and Rockville, MD, with time split between both sites and homeTravel: Less than 10%Coordinate Operations and Support Business Analysis at an Advanced Materials StartupA Maryland advanced materials startup with proprietary technology and funded federal prototype programs is hiring an Operations Coordinator.

Reporting to the CEO, this person will coordinate work across the CEO and leadership team, support Contracts, Business Operations, and Finance, and help the CEO with business analysis and modeling.The company is already executing awarded Department of Defense prototype agreements while it builds from its Gaithersburg R&D lab toward commercial manufacturing. That work creates a steady flow of commitments to track: contract deliverables, proposal deadlines, purchase orders, milestone invoices, and meetings with the board, investors, and government sponsors.This is an early-career role for someone with a business background and federal contract experience who wants broad, hands-on exposure to how a manufacturing company is built and run.The OpportunityMuch of this role is coordination: keeping the CEO and leadership team organized, moving action items to closure, and ensuring work doesn't fall between functions. The rest is support for Contracts and Business Operations and Finance, and analysis for the CEO, from gathering data and updating models to preparing the materials leadership uses to make decisions.You will work from objectives rather than task lists, use judgment within delegated authority, and do the detailed hands-on work a small company requires.What You Will DoCoordination and Executive SupportCoordinate for the CEO and leadership team: track commitments and action items, prepare meeting materials, follow actions through to closure, and keep priorities moving across the companyCoordinate across leadership, the technical team, vendors, and government and consortium partners so handoffs and deadlines holdArrange meetings, conferences, and domestic and international travel, and manage office and facility needs, supplies, service vendors, and repairsSupport human resources, onboarding, and payroll processes as a primary or backup contact, handling confidential information with discretionBusiness Analysis and ModelingSupport the CEO with business analysis: gather and organize data, build and update financial and operating models, and prepare scenarios and summaries that inform decisionsProvide data, estimates, and analysis for budget development and monitoring, and identify cost variances or concerns for leadershipBuild and maintain the spreadsheets, trackers, reports, and presentations leadership uses to run the business, including materials for board, investor, and government sponsor meetingsContracts, Purchasing, and Finance SupportSupport the Director of Contracts with contract administration: organize agreement and subcontract documents, track obligations, deliverables, and deadlines, and maintain accurate contract recordsSupport federal and commercial proposals by maintaining submission schedules, gathering vendor quotes and other inputs, and preparing and checking proposal materialsSupport purchasing by gathering and comparing vendor quotes, preparing and tracking purchase orders, and reconciling vendor invoices against orders and receiving documentationSupport the Controller and VP of Business Operations with invoices, expense report review, and reconciliation, including assembling the documentation behind milestone-based invoices on federal agreementsCoordinate shipments of equipment, materials, samples, and supplies, including delivery tracking and receipt documentationDevelop, document, and improve workflows, records, and procedures as the company grows across multiple sites, and take on new assignments as needs evolve, elevating matters outside your authority with a reasoned recommendationWhat You BringWe target early-career business professionals with 2 to 4 years of experience in operations coordination, business analysis, or business operations support, ideally gained in a small organization where you were trusted with consequential work.Candidates may currently hold titles such as Operations Coordinator, Business Operations Analyst, Business Analyst, Executive Coordinator, Project Coordinator, Program Analyst, Contracts Coordinator, or Financial Analyst.RequiredGovernment contracting experience at a company that builds physical products, such as manufacturing, hardware, engineering, or research and development organizations. Experience primarily from IT services or professional staffing contracts is a weaker fit.Experience coordinating work across several people or functions, including schedules, action items, and deadlinesBusiness analysis experience, such as building a financial model, budget, or analysis in Excel that someone used to make decisions.Advanced Excel (lookups, pivot tables, structured trackers, and basic financial modeling), professional document development in Word, and presentation development in PowerPoint, along with Outlook, Teams, and SharePoint.Strong organization, accuracy, and follow-through on detailed work.Clear written and verbal communication with executives, staff, and outside partners.Self-motivation: identifying what needs to happen and doing it without waiting to be asked, and the discipline to escalate early with a recommendation.Discretion with confidential financial, personnel, and contract information.Preferred, Not RequiredExposure to contract administration, proposal support, purchasing, or invoicingFamiliarity with fixed-price, milestone-based, or Other Transaction agreementsExperience in an early-stage company or a startup-to-growth transitionEducationA Bachelor's degree in Business Administration, Finance, Accounting, Economics, Supply Chain or Operations Management, or a related discipline is required.Operating EnvironmentThis is an early-stage manufacturing company. Success requires comfort operating in a small team with broad roles and priorities that change quickly; a willingness to do detailed hands-on work (filing, receiving, and errands included) alongside analytical work; self-direction; and adaptability as systems and procedures evolve.The position is hybrid, splitting time between the company’s Gaithersburg and Rockville, Maryland locations and home. Because the role requires a regular on-site presence at both sites, candidates must already live within commuting distance of Maryland and the greater Washington, DC area. Minimal additional travel to company sites, vendors, and meetings.Compensation and BenefitsBase salary: $95,000 to $105,000, commensurate with experienceBonus: 10% annual performance bonus

Benefits

medical, dental, and vision insurance, retirement plan, paid time off, and additional company-sponsored benefitsWork AuthorizationCandidates must qualify as U.S. persons under applicable export-control regulations, including U.S. citizens, lawful permanent residents, and other protected individuals. Visa sponsorship is not available.Equal Opportunity EmployerOur client is an equal opportunity employer committed to building a diverse and inclusive workforce. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability, protected veteran status, or any other characteristic protected by applicable law.Confidential Search | AIJ Search