IT Operations Coordinator

Technology Operations Coordinator

Duties and Responsibilities:

Procurement & Financial Coordination:

Process IT-related purchase requests, ensuring alignment with approved vendor and product standards.

Reconcile receipts, invoices, and purchasing records for timely submission to Accounts Payable.

Work closely with accounting to ensure accurate reallocation of technology assets and expenses to appropriate cost centers or programs.

Maintain documentation for all technology orders and track purchase status from request to delivery.

Monitor IT budget categories for procurement consistency and identify recurring cost opportunities.

Inventory & Asset Management:

Maintain an accurate and current inventory of all IT hardware, peripherals, and consumable supplies across sites.

Coordinate the receipt, tagging, deployment, and secure storage of new devices and accessories.

Track and document surplus equipment for compliant disposal or redeployment.

Monitor stock levels of consumables (e.g., cables, adapters, input devices, toner, and batteries) and proactively reorder as needed to maintain supply.

Manage on-site stockroom organization and restocking to ensure shelves remain supplied for technician access.

Coordinate with Accounting and HR to ensure asset assignments, transfers, and write-offs are properly documented and reflected in financial records.

Ensure that all assets and supplies are reflected correctly within tracking systems, including assigned user and location data.

Contract & Vendor Administration:

Maintain a centralized record of all IT-related contracts, renewals, and service agreements.

Track contract expiration and renewal timelines, escalating upcoming renewals to the CTO.

Communicate regularly with vendors to confirm product availability, pricing, and delivery timelines.

Support vendor performance tracking and documentation of service issues or improvements.

Employee Technology Lifecycle Coordination:

Coordinate technology setup for new hires, ensuring device assignment, software licensing, and access provisioning.

Maintain and update onboarding and offboarding checklists to align with organizational and system workflow changes.

Track and confirm the return of all technology assets during staff terminations or role changes.

Partner with HR to ensure timely communication of staff changes that affect system access or device reassignment.

On-Call Calendar & Scheduling Oversight:

Manage and publish the IT department’s on-call calendar to ensure 24/7 support coverage.

Coordinate scheduling among support and systems staff to balance workloads and maintain equitable rotation.

Communicate on-call updates and escalation procedures to ensure consistent after-hours response.

Maintain documentation of on-call policies and ensure they align with organizational expectations.

Operational Reporting & Departmental Support:

Track and report metrics related to procurement, ticket volume, inventory levels, and coverage.

Assist the CTO with data collection for planning and budget analysis.

Maintain documentation of operational workflows to support departmental transparency and standardization.

Assist in coordinating vendor meetings, internal audits, and related administrative activities.

Miscellaneous:

Other duties as assigned by the CTO.

Requirements:

The Technology Operations Coordinator supports the CTO by managing the administrative and operational functions that keep the IT department running efficiently. This includes overseeing technology procurement, maintaining inventory accuracy, processing and reconciling invoices and receipts, and coordinating new hire technology setups. The position ensures smooth day-to-day operations and accountability across purchasing, contract documentation, and equipment lifecycle activities.