IT Coordinator

GENERAL DESCRIPTION: The IT Coordinator supports the daily operations of the Information Technology department by coordinating technology initiatives, administering business applications, managing telecommunications and mobile device programs, and providing technical and administrative support. This role assists project coordination, vendor management, user training, documentation, onboarding, procurement, and departmental operations while partnering with IT leadership to improve business processes and support strategic technology initiatives. The IT Coordinator serves as a key resource for end users, maintains accurate records and documentation, and ensures confidentiality.

ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:

• Become a super user of internal IT and business applications and train others as requested by VP.
• Learn and utilize internal systems including Customer Service Portal (CSP), FBO Back Office, Looker Business Intelligence, Formstack, FLP360 Tools, and Content Management System (CMS).
• Oversee the administration and ongoing management of the organization's telecommunications environment, including RingCentral and corporate mobile phone services, ensuring reliable service, user support, and vendor coordination.
• Create user guides and tutorials for key features and functions of internally developed software solu9tions. This would include having solid writing skills, strong understanding of how to communicate technical concepts into layman’s terms. May include the use of AI tools, video, language translation tools and other relevant solutions as needed.
• Manage mobile phone relationships with carriers and own the internal rollout and management of internal mobile device rollouts. Includes continuously evaluating, costs, device upgrades, device purchases, line activation/deactivation and billing operations.
• Manage the global rollout and vendor relationship of the Company project management tool (Monday.com). Also includes managing the user accounts (activation, deactivation) and evaluating the enhancements, AI helper apps and other needs as requested by IT Department head.
• Manage mobile device provisioning, configuration, inventory, and lifecycle processes while ensuring compliance with company policies and security standards.
• Analyze, document, and coordinate the resolution of technical issues, ensuring effective tracking, communication, and continuous process improvement.
• Partner with Information Technology leadership and stakeholders to evaluate business processes, define technical requirements, and support the planning and execution of application enhancements and strategic technology initiatives as directed by the VP.
• Oversee small projects and/or cross-departmental initiatives; from planning through implementation, including rollouts, deployment coordination, user adoption, and post-implementation support.
• Monitor project progress, communicate status updates to leadership, and proactively identify and mitigate project risks to ensure successful outcomes. Provide calendar management and travel coordination for VP.
• Handles Wells Fargo statements and Expense Reports.
• Plan, execute and manage all-hands IT department meetings, special events, and offsites.
• Manage administrative and procurement functions for the Information Technology department, including ordering business cards and office supplies, overseeing the IT corporate credit card, processing asset requests for hardware and software purchases, and assisting Accounts Payable with the coding and approval of IT invoices.
• Schedule interviews for all open IT positions.
• International Travel coordination as requested.
• Manages onboarding process for IT new hires.
• Maintain strict confidentiality on all matters.
• Maintain regular and punctual attendance at work.
• All other duties as assigned.

QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES:

• Excellent working knowledge of industry standards and practices in the MLM industry preferred.
• Sense of urgency. Ability to get things done in a timely manner.
• Excellent problem-solving & common-sense skills.
• Professional oral and written communication skills in both business and technical environments.
• Excellent organizational skills.
• Professional, self-directed, very responsible, and highly self-motivated.
• Strong working knowledge of Office 365 Suite.
• Able to understand and use Excel to manipulate data and derive meaningful insights as requested by VP.
• Able to work on multiple projects at once and effectively prioritize and complete assignments accurately and on time.

EDUCATION AND/OR EXPERIENCE REQUIRED:

• High School diploma or GED.
• Bachelor's degree in Information Technology, Business or Communications preferred.
• Minimum 2 years of administrative experience required.
• Minimum 2 years of experience using IT systems required.
• 1+ years working as an executive assistant in a corporate environment.

PHYSICAL REQUIREMENTS TO PERFORM JOB DUTIES:

• Stand/remain upright, walk/move throughout the building.
• Stand/remain standing for several hours, up to 2 hours at a time to file.
• Sit/remain seated at a computer for up to 8 hours a day, usually 4 hours at a time.
• Use a PC with dual monitors, keyboard and mouse and telephone, continuously throughout the day.
• Bend up and down, kneel, stoop and/or squat occasionally.
• Turn and twist repetitively.
• Reach down, forward and overhead.
• Lift up to 15 lbs. occasionally.