Office and Deliverables Coordinator

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

• 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.