Brief Role Description

The Operations & Finance Coordinator provides hands‑on administrative and transactional support for purchasing, accounts payable, contract administration, and routine business operations at the Arizona Proving Grounds (APG). This role executes established processes, maintains accurate financial and operational records, and supports governance documentation, meetings, and administrative activities in accordance with VWGoA policies and procedures.

The role reports directly to the Sr. Manager Quality & Engineering and works independently under limited supervision.

Possible Tasks within this Role

Purchasing & Accounts Payable Coordination (50%)

Process purchase requisitions, shopping carts, and purchase orders in accordance with VWGoA purchasing procedures
Contact external vendors to request routine price quotes in line with established purchasing guidelines
Administer incoming invoices, verify documentation completeness, obtain required approvals, and submit invoices for payment processing
Follow up with vendors regarding purchase order status, invoice discrepancies, and payment resolution
Coordinate invoice clarifications between vendors and internal requestors to support timely payments
Support vendor setup and maintenance activities through documentation collection and data entry
Maintain accurate purchasing, invoicing, and related records
Escalate non‑routine issues or exceptions to management

Finance & Reporting Support (20%)

Compile financial and administrative data for internal reporting and management review
Maintain tracking files for purchase orders, invoices, leases, and service agreements
Support month‑end and periodic activities by preparing supporting documentation
Assist with audit and compliance requests by gathering and organizing requested records
Ensure orderly filing and retention of financial documentation

Governance & Management System Support (10%)

Create, update, and edit work instructions, process documentation, and related records based on input from specialists and management
Support APG governance activities by maintaining documentation related to processes, Quality Management System (QMS), and work instructions
Ensure governance documentation is current, version‑controlled, and stored in accordance with established procedures
Incorporate feedback from subject matter experts and leadership into approved documentation formats

Contract Management System (CMS) Administrative Support (10%)

Create and submit contract requisitions in the Contract Management System (CMS) based on input and direction from APG managers
Enter and maintain contract‑related administrative data in CMS, ensuring accuracy and completeness
Coordinate with APG leaders, requestors, and internal stakeholders to support timely setup of work contracts
Track contract request status in CMS and follow up on required information or approvals
Maintain contract documentation and administrative records in accordance with established procedures
Escalate non‑standard requests or exceptions to management

General Administrative, Meetings & Event Support (10%)

Provide general administrative support for APG operations
Coordinate meetings, calendars, agendas, materials, and meeting logistics as requested
Support planning and logistics for internal meetings, events, visits, and workshops
Prepare meeting documentation, schedules, and follow‑up action items
Support ad‑hoc administrative projects and assignments as requested by management

Qualification Requirements

High School Diploma or GED equivalent required

• General understanding of financial reporting and budgets
• Accounts payable and accounts receivable experience
• Highly proficient in all Microsoft Office applications
• • Excellent Communication skills, both written and verbal
  • Highly organized and dependable
  Excellent teamwork ability and strong interpersonal skills

Skills