IT Office Administrator

Role Summary:

The IT Office Administrator is responsible for managing the administrative and coordination activities of the IT department. This role supports IT management by handling contracts, vendor coordination, procurement activities, payment follow-up, IT asset tracking, and license management.

The IT Office Administrator ensures that IT services, contracts, renewals, and procurement processes are properly tracked and executed, while coordinating with vendors, Finance, Procurement, Legal, and internal business departments. The role requires excellent communication skills, high attention to detail, strong organization, and proactive follow-up to ensure timely completion of tasks.

Key Responsibilities:

• IT Administrative Coordination
• Provide administrative support to the IT department and IT leadership.
• Coordinate IT-related administrative activities including contracts, procurement, vendor communication, and documentation management.
• Maintain structured records for IT documentation, approvals, and vendor communications.
• Contract & Renewal Management
• Maintain and track all IT contracts, service agreements, subscriptions, and support agreements.
• Monitor contract expiration dates and renewal schedules.
• Coordinate with IT management to initiate contract renewals, amendments, or terminations.
• Ensure contracts are properly archived and accessible for audit and compliance purposes.
• Vendor & Supplier Management
• Act as the coordination point between IT and external vendors or service providers.
• Follow up with vendors regarding quotations, contracts, invoices, and service deliverables.
• Track vendor performance and escalate issues when necessary.
• Maintain an updated vendor contact and service provider database.

Procurement & Purchase Order Management

• Coordinate the preparation and submission of purchase requests and purchase orders for IT equipment, software licenses, and services.
• Follow up with Procurement and Finance teams to ensure approvals are completed.
• Track procurement status from request submission to order completion.

Payment & Invoice Follow-up

• Track IT vendor invoices and payment schedules.
• Coordinate with Finance to ensure payments are processed according to contractual agreements.
• Follow up on discrepancies related to invoices or payment approvals.

IT Asset Tracking

• Maintain an updated inventory of IT assets including laptops, desktops, servers, POS devices, and network equipment.
• Track asset allocation across departments and employees.
• Ensure proper documentation for asset issuance, transfers, and returns.

License & Subscription Management

• Maintain a record of software licenses, cloud subscriptions, and service renewals.
• Track license utilization and renewal timelines.
• Coordinate with IT teams to ensure compliance with software licensing agreements.

SLA & Vendor Service Monitoring

• Track vendor service-level agreements (SLAs) and contract obligations.
• Follow up with vendors to ensure service commitments are met.
• Report vendor performance issues to IT management.

Documentation & Audit Support

• Maintain organized documentation for contracts, procurement, invoices, approvals, and asset records.
• Prepare reports and documentation required for internal and external audits.
• Ensure compliance with company policies and IT governance procedures.

Required Qualifications & Skills:

Educational Background

• Bachelor's degree in Business Administration, Information Technology, or related field.

Experience

• 3–5 years of experience in office administration, procurement coordination, or vendor management, preferably within an IT department.

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Familiarity with ERP systems (SAP, Oracle, or similar) is preferred.
• Experience with procurement systems or contract tracking tools is an advantage.

Core Competencies

• Excellent communication and follow-up skills.
• Strong organizational and multitasking abilities.
• High attention to detail and documentation accuracy.
• Ability to coordinate with multiple stakeholders and vendors simultaneously.
• Excellent in English is a must.

Soft Skills

• Strong commitment and accountability.
• Ability to work in structured and deadline-driven environments.
• Highly organized and process-oriented.
• Professional communication with internal teams and external partners.

Preferred Qualifications

• Experience working within IT departments in retail or enterprise environments.
• Familiarity with IT asset management processes.
• Knowledge of procurement and vendor contract lifecycle management.