The IT Office Coordinator plays a crucial role in supporting the smooth and efficient operations of the Information Technology (IT) department and ensuring effective communication between the IT team, other departments, and external stakeholders. This position involves a combination of administrative tasks, project coordination, and technical support to ensure the IT department functions optimally and contributes to the organization's overall success. The ideal candidate is proactive, resourceful, and possesses excellent communication and multitasking skills, with a solid understanding of IT processes and terminology.
This list may not include all tasks and/or knowledge that may be expected of the employee, nor does it cover all specific duties that may be required. Other duties may be assigned.
Strategy & Planning
- Track and monitor the IT department’s budget, prepare budget spreadsheets, monitor expenses, and provide regular updates to the IT Leadership.
- Assists in adhering to and enforcing IT policies and ITIL Principles and provides suggestions for continual improvement.
Administrative Support
- Handle general administrative duties such as managing calendars, scheduling meetings, arranging travel, and maintaining office supplies for the IT team.
- Serve as the first point of contact for the IT department, both in person and over the phone/email, assisting employees with IT-related inquiries and directing them to the appropriate team members.
- Assist in the preparation and dissemination of internal communications related to IT projects, system updates, or maintenance.
Project Coordination
- Collaborate with IT managers to track and manage project timelines.
- Assist with project documentation, including project plans, progress reports, and meeting minutes.
- Facilitate communication between the IT team, stakeholders, and end-users to gather project requirements and relay updates effectively.
Operational Management
- Oversee office supplies and inventory management, ordering, tracking, and restocking IT-related equipment and materials.
- Purchase and receive IT equipment, register equipment in the asset inventory system, and maintain records throughout the asset lifecycle.
- Coordinate office logistics and liaise with facility management to address maintenance or operational issues.
- Assist with vendor relationship management, maintaining contact information, tracking contracts, obtaining quotes, and processing invoices.
- Support accounts payable and receivable processes, process vendor invoices, reconcile statements, and facilitate timely payments.
- Prepare for procurement (new or outstanding work), including obtaining quotes, preparing procurement memos, Council memos, creating requisitions, sending Purchase Orders (POs) to vendors, and requesting legal approval.
- Manage annual software and services maintenance renewals.
Education/Experience:
- High school diploma or equivalent; additional relevant certifications or an associate’s degree in a related field.
- 3-5 years of experience in proven administrative support or office coordination, preferably in an IT environment.
Preferred Certificate or Licenses:
- ITIL Foundation v4
- Certified Project Management Practitioner (CPMP) or higher
Physical Requirements/Working Conditions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
- Work is performed primarily in a standard office environment and includes frequent interaction with City staff.
- The essential functions of this position require sufficient physical ability and mobility to work in an office or virtual setting; to stand or sit for prolonged periods; to occasionally stoop, bend, kneel, crouch, reach, and twist; the dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and to handle other computer components; occasional inspection of cables in floors and ceilings; lifting and transporting of moderately heavy objects, such as computers and peripherals; and to hear and verbally communicate to exchange information. Includes on-call availability as needed, nights and weekends on occasion.
