Coordinator-IT Operations Administrator

Coordinator-IT Operations Administration

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…