IT Business Operations Coordinator

DEPARTMENT: Information Technology

LOCATION: Remote, US

SUMMARY:

The IT Business Operations Coordinator supports the financial and administrative operations of the IT organization, with primary responsibility for coordinating vendor invoices, telecommunications billing, purchase card documentation, expense reconciliation, vendor records, and operational support processes. This role ensures invoices, receipts, contracts, purchase orders, and supporting documentation are accurate, complete, organized, and submitted on time. The position works closely with IT leadership, Finance, Procurement, vendors, and managed service providers to improve financial accuracy, audit readiness, vendor tracking, and operational efficiency.

ESSENTIAL DUTIES & KEY RESPONSIBILITIES: Other duties may be assigned in line with business and organizational needs.

Financial Administration & Invoice Management

• · Coordinate the receipt, review, and processing of IT vendor invoices.
• · Collect and maintain supporting documentation including invoices, receipts, statements, and contracts.
• · Coordinate purchase card documentation by collecting receipts, invoices, business justification, account coding, and approval support for IT-related transactions.
• · Assist with monthly expense reporting, chargebacks, budget tracking, and financial reporting activities.
• · Support purchase order creation, vendor on-boarding requests, and maintenance of vendor records in coordination with Procurement and Finance.
• · Work with Finance and Procurement teams to resolve invoice discrepancies and payment issues.

Telecommunications & Vendor Coordination

• · Manage telecommunications billing records and assist with invoice validation and expense tracking.
• · Audit and reconcile license utilization and Cloud consumption reports for billing purposes.
• · Coordinate with telecommunications carriers, software vendors, and service providers regarding billing inquiries and account maintenance.
• · Maintain vendor contact lists, agreements, renewal dates, and service documentation.
• · Assist in tracking software subscriptions, maintenance agreements, and contract renewals.

Operational Support

• · Maintain IT operational records, documentation, and filing systems.
• · Coordinate IT logistics for employee on-boarding/off-boarding, such as tracking hardware shipments, processing device returns, and updating asset inventories.
• · Identify opportunities to improve administrative processes, documentation quality, and operational efficiency.

Travel Required:

Minimal – less than 10% domestic travel.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education:

• · An associate’s degree in accounting, finance, or a related field is preferred, but not required.

Experience:

• · 2 to 3 years of experience in billing, invoicing, or a related financial role, with a thorough understanding of billing procedures and best practices.
• · Experience working with invoices, expense reports, purchase card reconciliation, and vendor coordination.
• · Experience supporting cross-functional teams and managing multiple priorities simultaneously.
• · Strong attention to detail and organizational skills.

Other Skills and Abilities:

• · Proficiency with Microsoft Office 365 applications, particularly Excel, Outlook, Teams, and Word.
• · Ability to maintain confidentiality and handle sensitive financial information.
• · Strong customer service orientation and attention to detail.