IT Administrative Coordinator - Now Hiring

Role PurposeCore Areas of Responsibility1. IT Department Administrative Support

• Provide administrative and coordination support to the IT department and Managed Services leadership.
• Assist with organizing internal tasks, follow-ups, schedules, reports, and documentation.
• Help ensure important operational items are tracked, communicated, and completed.
• Support the IT Operations Manager with administrative tasks related to service delivery, projects, purchasing, reporting, and team coordination.
• Help maintain structure and organization across the department as workload and priorities shift.

2. Project Support and Coordination

• Assist project managers, project coordinators, engineers, and leadership with project-related administrative tasks.
• Help coordinate project schedules, client appointments, onsite visits, and internal project meetings.
• Track project-related action items, follow-ups, open tasks, and pending information.
• Assist with preparing project documentation, task lists, status updates, and internal communication.
• Help ensure project work continues moving forward by keeping details organized and visible.

3. Scheduling and Calendar Coordination

• Assist with scheduling client appointments, onsite visits, internal meetings, project work, and service-related follow-ups.
• Coordinate with technicians, engineers, project managers, and clients to confirm timing and availability.
• Help reduce scheduling conflicts and improve visibility into team availability.
• Support schedule changes when priorities shift due to urgent tickets, project delays, client needs, or resource availability.
• Keep leadership informed when scheduling issues may impact service delivery or project timelines.

4. Purchasing and Procurement Support

• Assist with purchasing equipment, software, licensing, and materials needed for client projects and internal IT needs.
• Help prepare purchase requests, quotes, order details, vendor communications, and related documentation.
• Track order status, shipping updates, backorders, and delivery timelines.
• Coordinate with vendors, distributors, project managers, and internal teams to ensure needed items are ordered and received on time.
• Help verify that purchased items align with project requirements, approved quotes, and internal purchasing processes.

5. Reporting and Data Support

• Generate, create, and maintain reports for the IT department as requested.
• Assist with reporting related to tickets, projects, purchasing, licensing, assets, service metrics, client activity, and operational performance.
• Help prepare reports for leadership review, internal meetings, client service reviews, and operational planning.
• Ensure reports are accurate, organized, and delivered in a timely manner.
• Support leadership by helping turn operational data into useful visibility for decision-making.

6. PSA and System Administration Support

• Assist with maintaining accurate information in the PSA and other internal systems.
• Help ensure tickets, projects, purchase records, client information, schedules, and notes are entered consistently.
• Support process adherence by keeping administrative records clean, complete, and up to date.
• Assist with updating statuses, tracking tasks, and identifying missing information.
• Help improve overall system accuracy so leadership and team members can rely on the information being reported.

7. Documentation and Recordkeeping

• Assist with maintaining internal documentation, process records, project notes, purchasing records, client information, and department files.
• Help ensure documentation is organized, accessible, and stored in the correct systems.
• Support the creation and updating of templates, checklists, standard operating procedures, and internal reference materials.
• Help identify outdated, missing, or inconsistent documentation and raise it to the appropriate team members.
• Maintain strong attention to detail when handling operational and client-related information.

8. Vendor and Client Communication Support

• Communicate professionally with vendors, clients, and internal team members regarding scheduling, purchasing, project coordination, and administrative follow-up.
• Assist with gathering information from clients or vendors when needed to support service or project work.
• Help ensure communication is timely, clear, and properly documented.
• Escalate concerns to leadership when communication delays, missing information, or vendor issues could impact service delivery.
• Represent the IT department professionally in all administrative interactions.

9. Asset, Licensing, and Inventory Support

• Assist with tracking IT equipment, licensing, subscriptions, renewals, and inventory as needed.
• Help coordinate asset information for client projects, equipment deployments, replacements, and internal use.
• Support accurate records for ordered, received, deployed, and returned equipment.
• Help identify missing information related to assets, licensing, warranty status, or procurement records.
• Coordinate with technical teams to ensure asset information is properly documented after deployment.

10. Cross-Team Coordination

• Work closely with the IT Operations Manager, project managers, project coordinators, help desk dispatcher, engineers, technicians, and leadership.
• Help coordinate administrative details between service, project, purchasing, and leadership functions.
• Support communication across teams so priorities, schedules, and follow-ups remain clear.
• Assist in reducing missed handoffs, delayed updates, and incomplete administrative tasks.
• Serve as an organizational support resource that helps the department operate more efficiently.

11. Continuous Improvement

• Identify opportunities to improve administrative workflows, reporting, scheduling, purchasing, and documentation processes.
• Recommend improvements that help reduce confusion, duplicate work, delays, or missing information.
• Help create more consistent administrative processes across the IT department.
• Support the development of repeatable checklists, templates, and workflows.
• Contribute to a more organized, scalable, and accountable operational environment.

Leadership Expectations

• Maintain strong organization and attention to detail
• Communicate clearly and professionally
• Follow through on assigned tasks and open items
• Keep schedules, reports, purchasing items, and documentation accurate
• Escalate issues early when delays or missing information could impact operations
• Support the IT department with a service-minded and team-first approach
• Handle client, vendor, and internal information professionally
• Help create structure, consistency, and visibility across administrative workflows

Internal Working Relationships

• IT Operations Manager
• Director of Managed IT
• Project Managers
• Project Coordinators
• Help Desk Dispatcher
• Help Desk Supervisor
• Help Desk Technicians
• Project Engineers
• Solutions Engineer
• Compliance Engineer
• Cabling and field service teams
• Vendors and distributors
• Client contacts when scheduling or administrative coordination is required

Success in This Role Looks Like

• Project and service schedules are organized and clearly communicated
• Purchasing requests, orders, and delivery updates are tracked accurately
• Reports are created and delivered on time
• PSA and internal system information is accurate and up to date
• Project managers, engineers, and leadership have better visibility into open items
• Administrative follow-up is consistent and reliable
• Documentation and records are organized and easy to reference
• Vendor and client communication is professional and timely
• The IT department operates with fewer missed details, delays, and administrative bottlenecks

Reporting StructureInternal Focus Areas

• IT department administrative and coordination support
• Project coordination assistance
• Scheduling support
• Purchasing and procurement tracking
• Report creation and generation
• PSA and system data accuracy
• Documentation and recordkeeping
• Vendor and client communication support
• Asset, licensing, and inventory support
• Cross-team coordination
• Administrative process improvement