What are the responsibilities and job description for the ADMINISTRATIVE SUPPORT SPECIALIST position at Storage Asset Management?
Summary: This position is responsible for operational and administrative support to the IT department, with a focus on vendor coordination, procurement processes, contract management, and documentation. This role ensures accurate tracking of IT assets, supports onboarding and transition activities for new and existing sites/clients and employees, and maintains standardized procedures to promote efficiency and compliance across the organization.
Essential Duties & Responsibilities:
- Serve as a primary administrative point of contact for IT vendors and service providers
- Coordinate vendor communications, scheduling, and follow-ups to ensure timely delivery of products and services
- Maintain vendor contact records, performance notes, and escalation paths.
- Process purchase requests for IT equipment, software, and services in accordance with company policies
- Obtain quotes, compare pricing, and assist in vendor selection aligned with budget and procurement guidelines
- Track orders from initiation through delivery and confirm receipt and accuracy
- Maintain and track telecommunications, IT equipment, and software contracts, including renewals, expirations, and compliance requirements
- Assist in reviewing contract terms and coordinating approvals with internal stakeholders
- Maintain a centralized repository of all IT-related contracts and agreements
- Document and maintain accurate inventory records of IT hardware and software assets
- Track asset lifecycle including procurement, deployment, transfer, and decommissioning
- Assist in periodic audits and reconciliation of IT inventory
- Develop, maintain, and update standard operating procedures (SOPs) for IT administrative and operational processes
- Ensure documentation is clear, consistent, and accessible to relevant stakeholders
- Support process improvement initiatives by identifying documentation gaps and inefficiencies
- Assist with onboarding of new sites/clients, including coordination of IT equipment, services setup, and vendor engagement
- Support property transitions by managing IT asset transfers, service continuity, and documentation updates
- Coordinate with internal teams to ensure seamless integration or transition of IT services
- Maintain organized records of procurement, contracts, and inventory documentation
- Generate reports related to vendor performance, asset tracking, and procurement activities
- Provide general administrative support to IT leadership as neede
- In office scheduling requirements are determined by your supervisor and are subject to change at any time.
- Additional duties as assigned
Education and/or Experience Requirements:
• Associate’s degree in business administration, Information Technology, or related field
• 2 years in administrative support, procurement, or IT coordination roles.
• Strong organizational and communication skills
Language Skills: Must be fluent in speaking and writing the English language.
Work Hours: In a typical week, this position requires a minimum of 40 hours with regular and predictable attendance onsite at our York, PA office location. Occasional after hour or weekend work may be required.
Work Environment: This work is usually performed indoors in an office environment with normal noise levels and no exposure to hazardous conditions. Employees in this position are required to reside in a state where SAM is registered to conduct business.
Physical Demands: for the purpose of the Americans with Disabilities Act (ADA), the following physical requirements are part of the performance of this job’s duties: