Information Technology Administrative Assistant

Position Summary

John E. Green Company is seeking a highly organized and detail-oriented IT Administrative Assistant to support the daily operations of the Information Technology Department. This role serves as the primary administrative resource for IT, assisting with departmental coordination, documentation management, purchasing activities, user onboarding and offboarding processes, vendor communications, asset tracking, and administrative support for technology projects.

The IT Administrative Assistant plays a key role in ensuring efficient IT operations by maintaining accurate records, coordinating workflows, supporting compliance documentation, and serving as a liaison between IT staff, employees, vendors, and business units.

Required Qualifications

• Associate degree in Business Administration, Information Technology, Office Administration, or related field; or equivalent work experience.
• Minimum of 2 years of administrative support experience.
• Strong proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to handle sensitive and confidential information professionally.

Preferred Qualifications

• Experience supporting an IT department or technical team.
• Experience with Microsoft 365 administration or coordination activities.
• Experience maintaining records in SharePoint.
• Familiarity with hardware inventory or asset management systems.
• Experience with purchasing, vendor management, or contract administration.
• Experience in construction, engineering, or industrial business environments.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the IT Manager and IT team.
• Manage departmental calendars, meeting scheduling, and conference room coordination.
• Prepare meeting agendas, take meeting notes, and track action items.
• Maintain IT department files, records, policies, procedures, and documentation.
• Assist with preparation of reports, presentations, and departmental communications.

User Administration Support

• Coordinate IT onboarding and offboarding activities for employees.
• Process and track new user, transfer, and termination requests.
• Assist with maintaining records related to user accounts, security group assignments, and access requests.
• Track and verify completion of onboarding and offboarding checklists.
• Maintain documentation associated with employee technology provisioning and recovery.

Asset & Inventory Management

• Maintain inventory records for laptops, desktops, mobile devices, monitors, printers, and other technology assets.
• Track equipment assignments, returns, replacements, and disposal activities.
• Assist with hardware lifecycle and refresh planning.
• Coordinate equipment shipments between offices and project sites.
• Maintain software licensing records and renewal schedules.

Purchasing & Vendor Coordination

• Create and track IT purchase requests and purchase orders.
• Coordinate hardware and software procurement activities.
• Work with vendors on quotes, renewals, service agreements, and invoices.
• Maintain vendor contact information and contract documentation.
• Assist with annual budgeting and expenditure tracking.

Documentation & Compliance Support

• Maintain IT department policies, standards, forms, and procedures.
• Assist with document revisions, version control, and SharePoint organization.
• Support audits by collecting and organizing requested documentation.
• Maintain records supporting IT security, compliance, and regulatory requirements.
• Ensure confidential information is handled appropriately.

Project Coordination

• Assist project teams with scheduling, communication, and documentation.
• Track project milestones, deliverables, and status updates.
• Coordinate meetings involving vendors, business stakeholders, and IT personnel.
• Support technology rollout and deployment activities.

Service Desk & Communications Support

• Monitor shared IT mailboxes and route requests appropriately.
• Assist with ticket administration and follow-up communications.
• Coordinate employee notifications regarding maintenance windows, outages, and technology updates.
• Serve as a professional point of contact for internal and external inquiries.

Core Competencies

• Customer Service Excellence
• Organization and Planning
• Attention to Detail
• Professional Communication
• Confidentiality and Trustworthiness
• Problem Solving
• Team Collaboration
• Adaptability
• Documentation Management
• Process Improvement

Physical Requirements

• Ability to sit, stand, and work at a computer workstation for extended periods.
• Ability to occasionally lift and move equipment weighing up to 25 pounds.
• Ability to travel occasionally between company locations as required.

Success Metrics for the Role

The IT Administrative Assistant will be evaluated on:

• Timely completion of onboarding and offboarding activities
• Accuracy of IT asset inventory records
• Documentation quality and organization
• Vendor and purchasing administration effectiveness
• Project coordination support
• Responsiveness to employee and departmental requests
• Compliance with IT policies and procedures

As you review this position, we ask that you read these expectations carefully and consider if you would be happy joining the team. It is vital for both the company and the potential new hire that our values and expectations are in line.

This position offers a competitive salary plus full benefits, vacation, 401K, Roth IRA, and room for growth.

John E. Green Company is an equal opportunity employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at John E. Green Company will be based on merit, qualifications and abilities. John E. Green Company does not discriminate in employment opportunities or practices because of race, any trait historically associated with race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, marital status, veteran status, height, weight, disability, genetic information or any other characteristic protected under state or federal law.

Pay: $20.00 - $22.00 per hour

Expected hours: 40.0 per week

Work Location: In person

Salary : $20 - $22