IT Business Operations Coordinator

Job Description

Job Description

We are looking for an IT Business Operations Coordinator to join our team in California in a contract capacity with the potential to become permanent. This position supports the day-to-day operational backbone of IT by overseeing vendor billing, software licensing, purchasing coordination, and documentation with a strong focus on accuracy and follow-through. The ideal candidate is comfortable working across Finance, HR, Accounts Payable, and external partners while keeping spending, renewals, and records organized and audit-ready.

Responsibilities:
• Review and route invoices related to technology purchases and services, ensuring charges are accurate and properly documented before payment.
• Monitor ongoing vendor billing schedules, investigate irregular charges, and work with internal teams or suppliers to resolve issues promptly.
• Keep detailed cost records and contribute to recurring budget summaries for monthly and quarterly financial tracking.
• Partner with Accounts Payable to help maintain timely processing of IT-related payments and clear outstanding billing concerns.
• Manage software entitlement records for platforms such as Microsoft 365, Adobe, and other business tools, including tracking assigned and available licenses.
• Oversee renewal timelines for software agreements and service contracts so coverage remains uninterrupted and key dates are not missed.
• Assist with purchasing activities by collecting vendor quotes, preparing purchase requests, and following orders through delivery and completion.
• Maintain organized vendor files, contract records, and supporting documentation so information is current, accessible, and ready for audit or compliance review.
• Coordinate user provisioning and deprovisioning tasks tied to onboarding and offboarding, including access to applications and license assignments.
• Produce regular reporting on IT expenditures, license usage, and vendor commitments while identifying opportunities to improve workflow efficiency and reduce manual effort.• At least 2 years of experience in business operations, IT coordination, procurement support, or a related administrative function.
• Background working with software licenses, vendor agreements, contract records, or recurring billing processes is strongly preferred.
• Strong attention to detail with the ability to manage financial information, deadlines, and documentation accurately.
• Proficiency with Microsoft 365 tools, particularly Excel, for tracking, reporting, and record maintenance.
• Clear written and verbal communication skills with the ability to collaborate effectively across internal stakeholders and external vendors.
• Ability to independently manage recurring operational cycles such as invoice review, renewals, and scheduled reporting.
• Familiarity with environments that use tools or concepts related to Active Directory, Windows systems, vendor contracts, or contractual billing is beneficial.
• Exposure to compliance-related documentation, onboarding and offboarding support, or process improvement initiatives is a plus.