IT Project Coordinator

Job Overview

We are looking for a detail‑oriented and proactive IT Project Coordinator to provide essential administrative support to the Vice President of IT, the Chief Information Officer (CIO), and our IT Leadership team.

The ideal candidate will manage day‑to‑day department administrative tasks, assist with IT‑related documentation, general financials, ITGC evidence collection, small project management, coordinate meetings, and support the smooth operation of the IT department.

This position requires excellent organizational skills, project management skills, the ability to multitask, and strong communication skills.

• Administrative Support
  • Provide support to the VP of IT, CIO, Director of IT Operations, and Director of PMO, including managing calendars, scheduling meetings, and handling correspondence.
  • Prepare, proofread, and format reports, presentations, and internal documentation.
  • Coordinate travel arrangements and meeting logistics, ensuring smooth communication within the IT leadership team.
  • Take minutes and track action items for IT‑related meetings, ensuring follow‑ups are completed.
  • Maintain and organize departmental files, keeping documents up‑to‑date and accessible.
• IT Project Support
  • Assist with coordination of IT projects by tracking deadlines, deliverables, and ensuring project documentation is organized.
  • Communicate with internal teams and vendors to ensure timely completion of tasks and projects.
  • Support preparation of project documentation, including timelines, status reports, and presentations.
• Vendor and Procurement Assistance
  • Assist with procurement processes: obtain quotes, process purchase orders, and track delivery of IT equipment and software.
  • Maintain vendor contact information and assist in managing vendor relationships.
  • Track and monitor IT inventory, ensuring all equipment and software licenses are properly recorded and managed.
• Internal Communication
  • Act as a liaison between the IT leadership team and other departments, ensuring smooth communication and collaboration.
  • Assist in preparing IT‑related communications and updates for internal stakeholders.
• Budget and Expense Tracking
  • Support tracking of IT department expenses, maintaining records of purchases, invoices, and receipts.
  • Assist in preparing budget reports and ensuring IT expenditures stay within allocated budgets.
• General IT Administrative Tasks
  • Assist with onboarding new employees: prepare IT equipment, accounts, and access.
  • Coordinate IT training sessions and maintain training materials for internal staff.
  • Help manage the maintenance of the IT department’s internal documentation, including system manuals, policies, and procedures.

• Education:
  
  Associates degree in Information Technology, Business Administration, or related field (or equivalent experience).
• Experience:
  
  1‑3 years in an administrative or assistant role, ideally within an IT or technical environment. Experience supporting senior executives or leadership teams is a plus.
• Technical Skills
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office collaboration tools (Teams, Zoom).
  • Basic understanding of IT systems, hardware, and software.
  • Experience with IT project management tools or ticketing systems is a bonus.
• Soft Skills
  • Strong organizational and time‑management skills, with the ability to handle multiple tasks efficiently.
  • Excellent written and verbal communication skills.
  • Ability to maintain confidentiality and handle sensitive information with professionalism.
  • A proactive, solution‑oriented approach to challenges.

• Familiarity with IT procurement processes, inventory management, and vendor relations.
• Knowledge of basic IT terminology and an understanding of the IT department’s functions.

• Hybrid work model, allowing employees to balance remote and in‑office work.
• Market‑competitive salary and bonus.
• Benefits and pension plan.
• Product allowances.
• Training and development programs.
• Tuition reimbursement.
• Commitment to corporate social responsibility.

• Budgeted range: $60,335.00 – $78,081.00.
• Base pay is only one component of the total rewards offering at Arterra.
• The budgeted range aligns with qualifications, including experience, education, training, licenses, certifications, and other business and organizational requirements.