Ponderful, LLC - Executive Operations Coordinator

Job Description

Job Description

About Ponderful, LLC

Ponderful is a dynamic, growing firm specializing in federal government contracting, logistics, and mission-aligned operations. We manage a portfolio of multi-site contracts (including with the Defense Commissary Agency), oversee HR / payroll operations, lead complex startups, and maintain tight financial and compliance controls. We also engage in thought leadership and nonprofit initiatives.

We’re seeking an Executive Operations Coordinator—a strategic, proactive professional who will serve as a trusted partner to the CEO and a central link across our legal, HR, finance, and logistics teams. This is a high-impact role for someone who thrives at the intersection of structure and agility.

Key Responsibilities

• Executive Support & Coordination
• Manage CEO’s calendar, project timelines, communications, and regional logistics.
• Draft and edit correspondence, compliance documentation, and proposals.
• Schedule and coordinate meetings with government officials, vendors, and partners.
• Contract, HR, and Payroll Oversight
• Track compliance, deliverables, and performance benchmarks for federal contracts.
• Support onboarding and HR administration for both union and non-union employees.
• Coordinate with third-party providers using ADP Workforce Now and ADP Workforce Manager.
• Ensure timekeeping, scheduling, and payroll systems are aligned and audit-ready.
• Financial Operations Support
• Assist with expense tracking, invoice reconciliation, and reporting using QuickBooks Online.
• Support coordination between finance, payroll, and external accounting teams.
• Help ensure compliance with wage laws, labor standards, and government audit protocols.
• Startup & Logistics Coordination
• Assist with planning and execution of new contract launches, including staffing and supply coordination.
• Monitor operational readiness and staffing coverage across multiple sites.
• Track documentation and support business development efforts (e.g., GSA Schedule).
• Special Projects
• Provide logistical and administrative support for nonprofit initiatives, publications, and summits.
• Coordinate events, internal training sessions, and consultant onboarding.

Qualifications

Compensation & Benefits

This position is based in Fort Lauderdale, FL, with a minimum of three days per week in the office. Some virtual work flexibility is available for the remaining days.