IT Business Operations Coordinator

The IT Business Operations Coordinator serves as the operational backbone of the Information Technology department.

This role coordinates vendor relationships, contract and renewal tracking, departmental billing and budgeting support, project and outage scheduling, technology request intake, laptop lifecycle planning, team events, and executive support for the Senior Vice President of Technology.

The position acts as a central point of coordination among IT, Finance, Procurement, vendors, and business stakeholders. Success requires exceptional organization, discretion, communication skills, financial awareness, and the ability to manage competing priorities in a fast-paced, deadline-driven environment.

• Vendor Relationship and Contract Management
  • Serve as the primary operational contact for IT vendors and technology partners.
  • Maintain a centralized record of vendor contracts, licensing agreements, support agreements, maintenance agreements, subscriptions, renewal dates, notice periods, billing schedules, and key commercial terms.
  • Coordinate contract renewals with IT leadership, Finance, Procurement, and Legal, and provide advance notice of upcoming decisions or potential cost changes.
  • Review vendor billing against contracted products, services, license quantities, and actual departmental usage to identify discrepancies, unused services, or opportunities for cost optimization.
  • Schedule vendor meetings, product demonstrations, project discussions, quarterly business reviews, escalations, and executive briefings.
  • Coordinate vendor onboarding, documentation, and communication with internal stakeholders.
• IT Financial Operations and Budget Administration
  • Review all invoices, recurring charges, purchase requests, and other expenses charged to the Information Technology budget.
  • Understand monthly, quarterly, annual, and multi-year billing cycles for software, hardware, cloud services, support agreements, telecommunications, and professional services.
  • Validate that invoices match contracts, purchase orders, approved quotes, products received, and services delivered.
  • Prepare and route required paperwork so invoices, purchases, renewals, and other obligations are processed accurately and on time through the Finance department.
  • Maintain departmental budget tracking records and assist IT leadership with forecasts, renewal planning, accruals, and variance reviews.
  • Partner with Finance and Procurement to resolve billing discrepancies, missing documentation, delayed payments, credits, and vendor account issues.
• Department Calendar and Project Coordination
  • Own and maintain the master IT department calendar, including projects, maintenance windows, planned outages, vendor engagements, major events, and business-critical dates.
  • Track technology projects and scheduled changes to identify conflicts involving shared resources, business events, system dependencies, or overlapping outages.
  • Coordinate with technical owners to ensure project dates, milestones, outage windows, and communication requirements are accurately documented.
  • Proactively escalate scheduling conflicts and help facilitate resolution before they affect business operations.
  • Support meeting preparation, action-item tracking, follow-up communication, and documentation for departmental projects and initiatives.
• Technology Request Intake and Routing
  • Serve as a central intake point for technology problems, requests, vendor needs, and new project inquiries.
  • Gather sufficient information to understand the request, urgency, affected users, business impact, and required outcome.
  • Identify and involve the appropriate IT team members, vendors, or business stakeholders.
  • Track requests and follow-up items through assignment and resolution, ensuring that ownership and next steps…