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Office and Deliverables Coordinator

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Description

Who We Are

For more than 25 years, Aptima's mission has been to improve and optimize performance in mission-critical, technology-intensive environments. We apply deep expertise in how humans think, learn, and perform to today's challenges. Whether for fighter pilots functioning in the cockpit, medical staff in the ICU, or teams collaborating across distributed networks, we are working to ensure synergy, enhance productivity, and accelerate learning, training, and readiness.

Our culture is rooted in our core values, which have evolved over time and our employees have embraced – Integrity, Ingenuity, Excellence, Respect, Inclusion, Teamwork. At our core, Aptima researches, develops, and innovates within an area that engineering firms largely ignore, the human component. To impact the world in meaningful ways, you must bring those innovations to light, and that is precisely what we do.

How You’ll Make an Impact

We are looking for a Part-Time Office and Deliverables Coordinator to support our team with office management, administrative deliverables, and government contract coordination. This role requires someone organized, tech-savvy, and capable of handling multiple responsibilities efficiently. Key responsibilities include:

Government Contract Support

Set up deliverable templates and processes for new contracts
Work with Project Managers to ensure deliverable timelines are met
Review deliverables (reports, software, slides, etc.) for compliance before submission
Submit deliverables via government portals and other methods
Coordinate with Contracts Administrator or Government POCs for portal access
Update internal systems and templates based on contract changes
Work with editorial/proofreading teams to ensure high-quality final reports

Office & Facility Management

Collect and distribute mail from the suite mailbox
Inspect conference rooms and office equipment for functionality
Maintain breakroom and conference rooms (cleaning, restocking supplies, decorating for holidays)
Restock snacks and office supplies as needed
Report maintenance issues in the landlord’s system
Maintain the office floorplan and asset tracking sheets
Oversee shipping, receiving, and tracking of demo equipment

Administrative & Event Coordination

Monitor calendars for corporate and conference room events
Order and pick up lunches for meetings when needed
Plan and coordinate office events within the fun budget
Assist in coordinating tradeshows

Requirements

3-5 years of administrative experience
High school diploma required, advanced degree not necessary
Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and Adobe PDF
Strong organizational and multitasking skills
Experience with government deliverables or contract compliance is a plus
Ability to obtain a government security clearance (CAC card required for DoD transmissions)
Tech-savvy and comfortable navigating government portals

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, protected veteran status or any other status protected by applicable national, federal, state or local law.

What You Should Know About Office and Deliverables Coordinator, Aptima

Are you looking for a dynamic and engaging role in a supportive environment? At Aptima, we're on the hunt for a Part-Time Office and Deliverables Coordinator to join our fantastic team in sunny Orlando, Florida. For over 25 years, Aptima has been dedicated to enhancing performance in mission-critical and technology-driven situations. In this role, you'll be at the heart of our operations, helping to streamline office management, administrative deliverables, and government contract coordination. Your key responsibilities will include setting up deliverable templates, ensuring compliance of reports before submission, and coordinating with Project Managers to keep everything on track. Your organizational skills will shine as you manage office facilities, oversee mail distribution, and help keep our vibrant workspace welcoming and efficient. You’ll also put your event coordination skills to use by planning exciting office gatherings and making sure our conference rooms are always ready for action. If you have 3-5 years of administrative experience, are tech-savvy, proficient in Microsoft Office Suite and Adobe, and have a knack for multitasking, we would love to hear from you. Join us at Aptima, where your contributions will make a real difference, and help us continue to innovate, support our clients, and enhance teamwork in our technology-driven world.

Frequently Asked Questions (FAQs) for Office and Deliverables Coordinator Role at Aptima

What are the responsibilities of the Office and Deliverables Coordinator at Aptima?

The Office and Deliverables Coordinator at Aptima plays a vital role in managing office operations and supporting government contract deliverables. Key responsibilities include setting up templates for new contracts, ensuring deliverable compliance, coordinating with Project Managers, and maintaining office facilities to create an efficient working environment.