IT Administration Specialist

Position Overview

The IT Admin Specialist provides administrative and operational support to the IT Office Manager. This role focuses on data entry, validation, and tracking within the Jira ticketing system to ensure accurate, complete, and timely processing of IT-related requests. The position supports procurement coordination, invoice tracking, and documentation, while maintaining efficient workflows across IT and internal business teams. This is an execution and coordination role – final validation and approval authority rests with the IT Office Manager.

• Perform data entry and updates in Jira for IT-related requests, purchases, invoices, and contracts
• Validate ticket information for accuracy, completeness, and proper documentation
• Ensure all required fields, attachments, and supporting details are included in tickets
• Monitor ticket progress and follow up with stakeholders to maintain workflow timelines
• Maintain clean, organized, and up-to-date records within Jira
• Provide general administrative support to IT operations and internal requests
• Maintain organized documents, requests, and approvals
• Assist in updating trackers, shared files, and internal systems
• Enter and track invoice-related information in Jira and internal trackers
• Verify that invoices include required details and supporting documentation
• Route invoices to the appropriate stakeholders for review and approval
• Identify and flag discrepancies, missing information, or inconsistencies
• Submit and track purchase requests for IT-related items (hardware, software, licenses) through Jira
• Ensure all required data and approvals are documented within the system
• Follow up on request status and update records accordingly
• Maintain accurate procurement tracking logs
• Maintain organized contract records and documentation within Jira and shared repositories
• Track contract lifecycle status (submitted, under review, active, expired, etc.)
• Ensure contract-related tickets contain complete and accurate information
• Act as a point of contact for status updates on tickets, requests, and purchases
• Escalate delays, inconsistencies, or risks to the Office Manager – IT
• Maintain trackers for: contracts, invoices, purchase requests, and BPOs (Blanket Purchase Orders)

• High school diploma or equivalent required; associate degree in business, IT, or related field preferred
• 1–2 years of administrative, data entry, or ticketing-system experience; hospitality or corporate IT environment a plus
• Passion for continuous improvement
• Demonstrated ability in maintaining consistent, high-quality service levels
• Excellent communication skills, with the ability to collaborate across teams.
• Skills and the ability to organize effectively, solve problems quickly, and communicate clearly
• Strongly exhibit good customer service skills
• Understanding of ITSM tools (e.g., JIRA, Service Now)
• Intermediate Microsoft Excel skills (sorting, filtering, basic formulas, pivot tables)
• Comfortable navigating shared drives, SharePoint, or similar document repositories
• Strong attention to detail and data accuracy
• Clear written and verbal communication for stakeholder follow-up
• Ability to manage multiple trackers/requests concurrently without dropping details
• Comfortable escalating issues rather than making unilateral decisions outside scope
• Strong organizational skills and attention to detail, with the ability to set clear priorities in a fast-paced environment
• Must be willing and able to work a flexible schedule to include holidays, nights, and weekends
• Work in a fast-paced and busy environment.

This position does not have any supervisory responsibilities.

$27.00 per hour