IT Administrative Specialist

Job Description

Position Summary:

Gurtz Electric is hiring an IT Administrative Specialist to be the organizational backbone of the Information Services department. This is not a technician role and not a project manager role. It is the person who keeps the department running: triaging everything that comes in, keeping the manager's schedule and commitments straight, following up on open items, and turning what the team knows into documentation, how-to guides, and FAQs so the same questions stop landing on the technicians.

You need to be comfortable with technology and able to learn our systems well enough to answer the routine questions yourself, but the core skills here are organization, writing, and follow-through.

Key Responsibilites:

Triage & Front Door

·        Serve as the first point of contact for the department: monitor the ticket queue, shared inbox, and phone, log every request, and route each one to the right technician with the information they need.

·        Resolve routine requests yourself (password resets, account and access requests, "where do I find" questions) using documented procedures.

·        Keep requesters informed. Nobody should have to ask whether anyone saw their ticket.

Administrative Support

·        Manage the IS manager's calendar, meetings, and vendor appointments; prepare agendas and capture action items.

·        Handle department correspondence, vendor calls, quotes, purchase orders, and invoice routing to accounting.

·        Track license renewals, warranty expirations, and recurring commitments, and raise them well before they are due.

·        Maintain hardware and software inventory, asset assignments, and vendor contact records.

Documentation & FAQ's

·        Build and maintain the department knowledge base: SOPs, step-by-step how-to guides, and an employee-facing FAQ for the questions we answer over and over.

·        Sit with technicians after they solve a new problem and turn the fix into a written procedure.

·        Keep onboarding and offboarding checklists current and make sure they are followed.

·        Organize the department's files in SharePoint and Teams so things are findable, and support AI-assisted documentation efforts.

Follow-Up & Coordination

·        Keep the department's open-items list current: who owns what, what is waiting on whom, and what is due when.

·        Chase outstanding items with vendors, other departments, and technicians, and escalate only what truly needs the manager.

·        Handle the logistics around small projects (equipment orders, scheduling, site access, new-hire setups) so the technicians can stay on the technical work.

Qualifications:

·        Three or more years in an administrative, office coordination, help desk dispatch, or similar role where organization and follow-through were the job.

·        Strong writer, able to turn a technician's explanation into clear instructions a non-technical employee can follow.

·        Comfortable with technology: proficient in Microsoft 365 (Outlook, Excel, Teams, SharePoint) and quick to learn new systems.

·        Calm, organized triage under volume, with the judgment to tell urgent from merely loud.

·        Discreet with confidential information such as account credentials, HR requests, and vendor pricing.

Preferred:

·        Experience in an IT department, construction company, or other field-service environment.

·        Experience with a ticketing or help desk system.

·        Experience building a knowledge base, FAQ, or training materials.

How We Work:

Information Services is a small team supporting a fast-growing company. We give people real ownership and real problems, and we expect them to run with them.

We will help. If you are stuck, ask, and someone will work through it with you. But you will not be handed a procedures manual; building one is part of the job. The expectation is that you figure out what the department needs, set up the system, and come back with it working or with a specific question, not with the task handed back. If you need detailed instructions for every task or frequent check-ins to keep moving, this is not the right role. If you want to be trusted to figure things out, it is.

What Success Looks Like:

·        30 days: Every incoming request is logged, routed, and acknowledged, and you know the status of each one.

·        90 days: The FAQ and how-to library covers the top twenty recurring questions, and routine requests no longer reach the technicians.

·        One year: Renewals, inventory, onboarding checklists, and department files are current and maintained without anyone asking.