IT Administrator

Role Purpose

The IT Administrative Coordinator is responsible for supporting the day-to-day administrative, coordination, reporting, purchasing, and operational needs of the IT department. This role helps keep the Managed Services organization organized, responsive, and efficient by assisting with project coordination, scheduling, procurement, reporting, documentation, and internal follow-up.

The IT Administrative Coordinator works closely with the IT Operations Manager, project managers, project coordinators, help desk leadership, technicians, engineers, and Director of Managed IT to ensure work is organized, information is accurate, and operational tasks continue moving forward.

This role plays an important part in supporting service delivery, project execution, purchasing accuracy, reporting visibility, and internal communication across the MSP organization.

• Provide administrative and coordination support to the IT department and Managed Services leadership.
• Assist with organizing internal tasks, follow-ups, schedules, reports, and documentation.
• Help ensure important operational items are tracked, communicated, and completed.
• Support the IT Operations Manager with administrative tasks related to service delivery, projects, purchasing, reporting, and team coordination.
• Help maintain structure and organization across the department as workload and priorities shift.

• Assist project managers, project coordinators, engineers, and leadership with project-related administrative tasks.
• Help coordinate project schedules, client appointments, onsite visits, and internal project meetings.
• Track project-related action items, follow-ups, open tasks, and pending information.
• Assist with preparing project documentation, task lists, status updates, and internal communication.
• Help ensure project work continues moving forward by keeping details organized and visible.

• Assist with scheduling client appointments, onsite visits, internal meetings, project work, and service-related follow-ups.
• Coordinate with technicians, engineers, project managers, and clients to confirm timing and availability.
• Help reduce scheduling conflicts and improve visibility into team availability.
• Support schedule changes when priorities shift due to urgent tickets, project delays, client needs, or resource availability.
• Keep leadership informed when scheduling issues may impact service delivery or project timelines.

• Assist with purchasing equipment, software, licensing, and materials needed for client projects and internal IT needs.
• Help prepare purchase requests, quotes, order details, vendor communications, and related documentation.
• Track order status, shipping updates, backorders, and delivery timelines.
• Coordinate with vendors, distributors, project managers, and internal teams to ensure needed items are ordered and received on time.
• Help verify that purchased items align with project requirements, approved quotes, and internal purchasing processes.

• Generate, create, and maintain reports for the IT department as requested.
• Assist with reporting related to tickets, projects, purchasing, licensing, assets, service metrics, client activity, and operational performance.
• Help prepare reports for leadership review, internal meetings, client service reviews, and operational planning.
• Ensure reports are accurate, organized, and delivered in a timely manner.
• Support leadership by helping turn operational data into useful visibility for decision-making.

• Assist with maintaining accurate information in the PSA and other internal systems.
• Help ensure tickets, projects, purchase records, client information, schedules, and notes are entered consistently.
• Support process adherence by keeping administrative records clean, complete, and up to date.
• Assist with updating statuses, tracking tasks, and identifying missing information.
• Help improve overall system accuracy so leadership and team members can rely on the information being reported.

• Assist with maintaining internal documentation, process records, project notes, purchasing records, client information, and department files.
• Help ensure documentation is organized, accessible, and stored in the correct systems.
• Support the creation and updating of templates, checklists, standard operating procedures, and internal reference materials.
• Help identify outdated, missing, or inconsistent documentation and raise it to the appropriate team members.
• Maintain strong attention to detail when handling operational and client-related information.

• Communicate professionally with vendors, clients, and internal team members regarding scheduling, purchasing, project coordination, and administrative follow-up.
• Assist with…