Administrative Coordinator for IT Operations

17 hours ago


Calgary, Alberta, Canada Helical Pile Solutions Full time

We are seeking a highly organized and detail-oriented Administrative Coordinator to support our IT Operations team at Helical Pile Solutions. This role is responsible for ensuring the smooth operation of the department, providing administrative support to the IT Service Operations Team, IT Infrastructure Team, IT Security Team, and IT Senior Management.

Key Responsibilities
  • Administrative Support:
    • Manage and schedule IT meetings and coordinate appointments with various teams.
    • Handle incoming emails, service tickets, and invoice inquiries, directing or assigning them to the appropriate team members.
    • Assist in drafting and proofreading internal and external communications.
  • Documentation and Record Keeping:
    • Maintain an organized filing system for IT documentation, including policies, procedures, and project documentation.
    • Track and update hardware and software inventory regularly.
    • Prepare and distribute reports on IT metrics and key performance indicators.
  • Meeting Coordination:
    • Plan and organize departmental meetings, ensuring all necessary resources are available.
    • Record and distribute accurate meeting minutes, action items, and follow-up tasks.
    • Coordinate virtual meetings, webinars, and teleconferences.
  • Vendor and Procurement Management:
    • Manage procurement of IT hardware and software, collaborating with vendors to obtain quotes and assist with negotiating contracts.
    • Create purchase requisitions, process purchase orders, and ensure timely delivery of IT equipment.
    • Maintain up-to-date records of all procurement activities, including tracking deliveries and managing vendor agreements.
  • Expense Tracking and Budget Support:
    • Track IT department expenses, prepare reports, and monitor budget utilization.
    • Collaborate with finance to reconcile invoices and ensure accurate financial reporting.
    • Assist in the development and maintenance of the IT budget.
  • Inventory Management:
    • Maintain and manage inventory of IT equipment for multiple locations, including computers, peripherals, and accessories.
    • Ensure timely ordering of equipment to maintain stock levels.


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