Coordinator-IT Operations Administrator

Primary purpose:

The Coordinator-IT Operations Administration supports the Information Technology department by performing administrative, financial, procurement, reporting, and coordination activities related to IT operations, technology services, vendor management, budgeting, asset tracking, and departmental business processes.

This position works closely with IT leadership, technical teams, finance/accounting, procurement, vendors, and internal customers to support accurate reporting, timely processing of invoices and purchase requests, budget tracking, contract administration, and consistent application of corporate policies and procedures. 

Essential duties and responsibilities:

• Coordinate IT department budgeting, forecasting, expense tracking, variance analysis, and financial reporting for operating and capital expenditures.

• Support IT procurement activities, including vendor setup, Requests for Materials/Services, purchase orders, statements of work, software/hardware purchases, renewals, and service agreements.

• Process and support accounts payable activities, including invoice review, coding, routing, data entry, issue resolution, and coordination with finance, accounting, procurement, vendors, and IT personnel.

• Develop, maintain, and administer departmental reports, spreadsheets, templates, dashboards, and tracking tools for IT financials, procurement, assets, contracts, renewals, and operational metrics.

• Maintain accurate records for IT assets, inventory, software licenses, subscriptions, contracts, purchase orders, invoices, vendor documentation, and related departmental files.

• Research and resolve accounting, cost coding, vendor invoice, purchase order, capital project, and cost allocation issues; prepare correction requests as needed.

• Support consistent application of corporate administrative policies and procedures for accounts payable, procurement, payroll/time reporting, expense reporting, records retention, contracts, and IT inventory processes.

• Coordinate departmental administrative activities, including leadership meetings, vendor meetings, project support, resource planning, agendas, follow-up items, and special assignments.

• Conduct periodic reviews or audits of IT administrative processes to help ensure compliance with company policies, internal controls, documentation standards, and business procedures.

• Communicate professionally with IT leadership, technical teams, finance, procurement, accounting, vendors, and internal customers while maintaining confidentiality, accuracy, safety awareness, dependable attendance, and high-quality performance.

• Collaborate with a wide variety of people with tact, courtesy, and professionalism.

• Speak clearly, both in person and by telephone, using a high level of verbal skills and listen carefully.

• Maintain a regular, dependable attendance and a consistently high level of performance.

• Maintain a high regard for personal safety, for the safety of company assets and employees, and the public.

• Other daily, weekly, monthly, or special project duties as identified and defined.

• Other duties as assigned.

Education:

• Associate degree from an accredited institution in Business, Accounting, Information Systems, Information Technology, Business Administration, or a related discipline.

• Equivalent work experience may be considered as a substitute for a degree.

Experience/Specific Knowledge:

• Minimum of 5 to 7 years of related work experience and/or education in accounting support, administrative business processes, procurement, finance, business operations, or a similar function.

• Experience supporting Information Technology, technical operations, shared services, finance, procurement, or business operations preferred.

• Advanced proficiency with Microsoft Office applications, including Excel, Word, Outlook, PowerPoint, Teams, SharePoint, and related tools.

• Experience using enterprise business systems such as ERP, procurement, budgeting, forecasting, invoicing, asset management, or reporting applications.

• Familiarity with IT terminology, IT purchasing, software licensing, hardware procurement, technology services, vendor agreements, and IT asset tracking preferred.

• Working knowledge of basic accounting principles, budgeting concepts, cost tracking, procurement processes, vendor management, and financial reporting.

Competencies, Skills & Abilities:

• Strong analytical, mathematical, reconciliation, problem-solving, and process-improvement skills. 

• Strong Excel skills, including use of formulas, pivot tables, data validation, lookups, charts, and reporting templates.

• Strong organizational skills with the ability to manage records, track details, meet deadlines, and handle multiple priorities simultaneously.

• High degree of accuracy, attention to detail, discretion, confidentiality, and sound judgment. 

• Ability to handle sensitive financial, vendor, employee, system, and business information with appropriate discretion.

• Excellent verbal and written communication skills, including the ability to prepare reports, presentations, and recommendations.

• Ability to work effectively with IT leadership, technical teams, finance, procurement, accounting, vendors, internal customers, and employees at all levels of the organization.

• Ability to support departmental administrative processes, including financial reporting, procurement, inventory tracking, contract tracking, service renewals, accounts payable, and reporting systems.

• Self-motivated and able to work independently with minimal supervision while adapting to changing priorities.

• Ability to train or assist other administrative personnel on departmental processes, tools, and procedures.

• Ability to work effectively in a team environment, take direction from management, adhere to work schedules, follow work rules, and perform required job functions.

• Ability to perform all essential and marginal functions of the job.

• Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience, and skill sets of the successful candidate.

Physical Demands:

All the physical requirements listed below are those that may be necessary for an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimal safety hazards; general office working conditions.

• Must be able to sit for prolonged periods of time.

• The employee is regularly required to use hands to type, touch, handle, or feel.  The employee is required to talk and hear. The employee is frequently required to stand and reach with hands and arms.  The employee is occasionally required to walk and climb or balance. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

• Work requires the knowledge and ability to read and understand written instructions, basic operational, technical or office processes, and the routine operation of typical office equipment.

Working Conditions:

• Will work non-traditional hours as needed.

• Required to carry a cell phone and be available to respond during working and non-working hours. 

• The successful candidate will be required to clear a drug screen and a complete background check, including credit report for certain positions, after an offer has been extended and prior to being employed.

• Occasional single and/or multiple consecutive days out of town, overnight travel will be required.

Supervisory Responsibility:

• None

PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPETENCIES, SKILLS, & ABILITIES:

Above the minimum requirements, not required but advantageous in this position:

• Bachelor’s degree from an accredited institution in Business, Accounting, Finance, Information Systems, Information Technology, Business Administration, or a related field.

• Experience working in or supporting an Information Technology department.

• Knowledge of IT procurement, software licensing, hardware purchasing, SaaS subscriptions, cloud services, technology vendor management, and IT asset lifecycle management.

• Experience with IT service management, asset management, ERP, procurement, budgeting, financial planning, or reporting systems, such as ServiceNow, Jira Service Management, Ivanti, Freshservice, Oracle, GP Dynamics, Essbase, Power BI, or similar platforms.

• General understanding of enterprise applications, IT infrastructure, cybersecurity awareness, technology support functions, and LAN systems.

• Experience supporting contract renewals, vendor performance tracking, software compliance, or related administrative IT processes.

• Accounting, procurement, project coordination, ITIL, or technology-related certifications.

• Other responsibilities:

• The above statements describe the general nature and level of work being performed.  This position may perform other duties as assigned.

Compensation:

• The annual salary range for this position will be $80,700-$121,100/yr.