IT Administrative Coordinator

Description

IT Administrative Coordinator

Position Overview

We are seeking a detail-oriented IT Administrative Coordinator to support the procurement, financial, purchasing, and vendor management activities of an enterprise IT department.

This position will be responsible for coordinating IT purchases throughout the full procurement lifecycle, including initial requests, vendor quotes, approvals, purchase orders, deliveries, invoicing, reconciliation, and payment.

The IT Administrative Coordinator will work closely with IT staff, vendors, finance, and purchasing teams to ensure orders and payments are processed accurately and on schedule. This role requires strong organizational skills, attention to detail, and the ability to manage multiple purchases, vendors, renewals, and deadlines simultaneously.

Key Responsibilities

+ Prepare and process purchase requests for IT hardware, software, licensing, services, and equipment.

+ Obtain vendor quotes and route purchasing requests through the appropriate approval process.

+ Create, maintain, and track purchase orders from initial request through final delivery and payment.

+ Monitor outstanding orders and follow up with vendors regarding delays, backorders, shipping, and delivery issues.

+ Receive, review, and reconcile vendor invoices against purchase orders and receiving documentation.

+ Identify and resolve invoice, pricing, quantity, and purchasing discrepancies.

+ Coordinate with finance and purchasing teams to ensure invoices and vendor payments are processed accurately and on time.

+ Maintain organized records of procurement activity, including purchase requests, approvals, quotes, purchase orders, contracts, invoices, and payment confirmations.

+ Track software licenses, maintenance agreements, subscriptions, and support contracts.

+ Monitor renewal and expiration dates and notify appropriate IT personnel of upcoming deadlines.

+ Maintain vendor contact information and assist with onboarding new vendors.

+ Communicate with vendors regarding quotes, orders, invoices, renewals, contracts, and delivery status.

+ Assist with IT budget tracking by maintaining records of expenditures, encumbrances, purchases, and remaining balances.

+ Prepare reports and summaries related to purchasing, vendor activity, expenses, and procurement status.

+ Maintain complete and accurate documentation to support internal controls, audits, and organizational purchasing requirements.

+ Provide additional administrative and operational support to the IT department as needed.

Requirements

Required Knowledge & Skills

+ Knowledge of procurement and purchasing processes, including purchase requests, purchase orders, invoicing, receiving, and payment workflows.

+ Understanding of basic accounting, invoice reconciliation, and financial recordkeeping.

+ Strong organizational and document management skills.

+ Experience maintaining purchasing, financial, vendor, or administrative records.

+ Proficiency with Microsoft Office or similar productivity tools, particularly Excel/spreadsheets.

+ Ability to learn and work within procurement, purchasing, and financial management systems.

+ Ability to manage multiple concurrent orders, vendors, requests, and deadlines.

+ Strong attention to detail and accuracy when reviewing financial and purchasing documentation.

+ Ability to identify and resolve discrepancies between purchase orders, invoices, quotes, and receiving records.

+ Strong written and verbal communication skills.

+ Ability to communicate professionally with vendors, IT personnel, finance teams, and internal stakeholders.

+ Ability to maintain organized and audit-ready records.

+ Strong follow-up, prioritization, and time-management skills.

Preferred Qualifications

+ Previous experience…