IT Administrative Coordinator

IT Administrative Coordinator

Reporting to: IT Infrastructure Manager

Position type: Non-Exempt

Position Summary

The IT Administrative Coordinator supports the day-to-day administrative and operational functions of the Information Technology Infrastructure department. This role is responsible for coordinating employee onboarding and offboarding activities, managing IT equipment and inventory, processing and tracking IT-related expenses, maintaining accurate records, and supporting other administrative needs across the department.

This position requires a highly organized, detail-oriented individual who is comfortable working with established processes, coordinating with multiple departments, and handling tasks that require accuracy and follow-through. The ideal candidate has prior administrative, office management, operations, or coordination experience and is proficient with Microsoft 365 applications.

The IT Infrastructure department is actively working to improve and automate many onboarding, offboarding, and administrative processes. As those processes evolve, this role will play an important part in identifying repetitive tasks, maintaining consistent procedures, and helping ensure that information and records remain accurate.

Key Responsibilities

Employee Onboarding and Offboarding

• Coordinate IT onboarding activities for new employees.
• Verify employee information and requirements with Human Resources, hiring managers, and other appropriate stakeholders.
• Follow documented procedures and checklists to ensure onboarding tasks are completed accurately and on time.
• Create, update, or maintain employee information within approved IT systems as required.
• Run pre-written scripts and established processes used for account provisioning and administration.
• Assist with user account activities within Active Directory and Microsoft Entra ID.
• Review and compare users, groups, access assignments, and other account information when necessary.
• Coordinate employee offboarding activities, including account-related tasks, equipment recovery, and documentation.
• Track missing information, outstanding equipment, or incomplete tasks and follow up with the appropriate parties.
• Maintain accurate ticket notes and provide status updates to stakeholders throughout the onboarding and offboarding process.

Asset Depot and Equipment Management

• Manage the day-to-day operation of the IT Asset Depot.
• Maintain accurate inventory counts for laptops, monitors, docking stations, accessories, and other IT equipment.
• Track equipment as it is received, deployed, returned, repaired, or retired.
• Prepare computers and equipment for new employees and replacement deployments.
• Assemble, kit, package, and ship equipment to employees and company locations.
• Receive and process returned IT equipment.
• Maintain organized storage and staging areas for IT assets.
• Monitor inventory levels and notify IT leadership when equipment or supplies need to be reordered.
• Assist with equipment reconciliation and inventory audits.

IT Expense and Administrative Support

• Assist with tracking, reviewing, and organizing IT department expenses.
• Maintain records related to purchases, invoices, recurring services, equipment orders, and other IT expenditures.
• Coordinate with vendors, Accounting, Purchasing, or other internal departments when necessary.
• Use Microsoft Excel to maintain trackers, reports, inventories, and other departmental records.
• Maintain documentation, spreadsheets, shared files, and administrative records for the IT Infrastructure department.
• Assist with purchase requests, order tracking, shipping information, and delivery coordination.
• Support IT leadership with administrative and clerical tasks as needed.
• Help maintain standardized procedures, checklists, and documentation.
• Identify repetitive or manual processes that may be candidates for future automation.

Required Qualifications

• Previous experience in administrative, office management, operations, coordination, or similar role.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Exceptional attention to detail and accuracy.
• Ability to follow documented procedures, instructions, and checklists consistently.
• Strong written and verbal communication skills.
• Ability to coordinate effectively with employees, managers, Human Resources, Accounting, vendors, and other stakeholders.
• Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and Teams.
• Strong working knowledge of Microsoft Excel, including maintaining spreadsheets, sorting and filtering data, and tracking information.
• Comfortable learning and working within multiple business and IT systems.
• Ability to maintain confidential employee, financial, and business information.
• Dependable follow-through and the ability to take ownership of assigned tasks.
• Ability to safely lift, carry, and move boxes, computer equipment, and other materials weighing up to 40 pounds as needed

Preferred Qualifications

• Experience coordinating multi-step administrative or operational processes.
• Experience with inventory, asset management, purchasing, shipping, or receiving.
• Familiarity with ticketing or work management systems.
• Experience working with vendors, invoices, expense tracking, or purchase orders.
• Experience maintaining departmental procedures, documentation, or operational checklists.

Core Competencies

• Attention to Detail
• Organization and Time Management
• Process Adherence
• Communication
• Administrative Coordination
• Recordkeeping and Documentation
• Inventory Management
• Follow-Through and Accountability
• Confidentiality and Professionalism
• Adaptability
• Team Collaboration
• Continuous Process Improvement