Information Technology Administrator (New York City Metropolitan Area)

Overview:

The IT Administration & Payment Processing Coordinator supports two connected functions: timely, accurate processing of supplier payments through Coupa, and day-to-day IT administration covering equipment procurement, shipping and return logistics, and mobile carrier account management. The role works closely with IT, Finance, Procurement, Budget Owners, Business Owners, mobile carriers, and vendors to ensure invoices, purchase orders, approvals, and payment requests are processed in accordance with organizational policies and financial controls, and that staff receive, upgrade, and return IT equipment smoothly. The position helps maintain data quality, resolve invoice and billing discrepancies, and support efficient end-to-end procure-to-pay and IT asset operations.

Key Responsibilities

Payment Processing & Procure-to-Pay

1. Process and monitor invoices within Coupa to ensure timely payment to suppliers.
2. Review purchase orders, invoices, and supporting documentation for completeness and accuracy.
3. Coordinate invoice approvals with business owners, budget owners, and finance teams.
4. Maintain supplier records and assist with onboarding new vendors as needed.
5. Track payment status and provide updates to internal stakeholders and external suppliers.
6. Ensure compliance with financial policies, procurement procedures, and audit requirements.
7. Work with Finance and IT teams to identify opportunities for process improvements and automation.

IT Procurement, Equipment & Logistics

1. Procure IT equipment (laptops, mobile phones, peripherals, and accessories) in line with organizational standards, including placing and tracking orders through approved vendors and Amazon.
2. Ship equipment via FedEx to new hires and remote users, and track deliveries through to confirmed receipt.
3. Coordinate the return and collection of IT equipment during offboarding, including arranging prepaid shipping/return kits for remote staff and confirming equipment is received back.
4. Maintain accurate records of equipment ordered, assigned, shipped, and returned in support of IT asset tracking.
5. Coordinate with IT teams on stock levels and reorder needs for commonly deployed equipment.

Mobile Devices & Carrier Management

1. Administer organizational accounts on mobile carrier portals (AT&T, T-Mobile, Verizon), maintaining lines, plans, and features.
2. Process phone upgrades and plan changes for users, including device ordering, line activation, and plan adjustments.
3. Review monthly carrier bills with Finance, reconcile charges, and resolve billing discrepancies with carriers.
4. Monitor plans for cost optimization (unused lines, overages, plan right-sizing) and recommend changes.

Qualifications

1. Associate's or Bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred.
2. 2+ years of experience in accounts payable, procurement, finance operations, payment processing, or IT administration/asset coordination.
3. Experience using Coupa, SAP, Oracle, Workday, NetSuite, or similar financial systems preferred.
4. Strong attention to detail and commitment to data accuracy.
5. Excellent organizational and problem-solving skills.
6. Ability to manage multiple priorities and meet deadlines.
7. Comfortable handling physical equipment logistics (packing, shipping, receiving) alongside administrative work.
8. Languages: Spanish or Portuguese.

Preferred Skills

1. Knowledge of invoice management, purchase order processing, and vendor management.
2. Experience working in a global, multi-currency environment.
3. Familiarity with mobile carrier account administration (AT&T, T-Mobile, Verizon portals), including plan management and device upgrades.
4. Experience with IT asset tracking, equipment lifecycle (deployment through offboarding return), or inventory records.
5. Familiarity with shipping and logistics tools (e.g., FedEx) for distributed/remote workforce support.