Project Coordinator - Technology Operations Admin Coordinator - Onsite

J ob Description:

The Technology Operations Admin Coordinator provides essential administrative and operational support to the Technology Services Division (TSD). This role ensures smooth day-to-day coordination across the division by organizing activities, supporting communication between teams, assisting with basic technology and hardware needs, and maintaining accurate documentation and follow-up.

This position will also provide direct administrative support to an Executive, requiring a high level of professionalism, discretion, and polished communication in all interactions.

This role is ideal for someone who is highly organized, detail-oriented, and eager to learn foundational business analysis skills over time. No prior technical or hardware experience is required—just a willingness to learn and support division needs as they arise.

Key Responsibilities

Administrative & Operational Support

• Coordinate schedules, meetings, and logistics for TSD leadership and team members.
• Maintain organized documentation, files, records, and SharePoint content.
• Assist with policy and procedure updates, document control, and version management.
• Track assignments, deadlines, and follow-ups to ensure tasks move forward efficiently.
• Provide general administrative support across applications, hardware, and governance teams as needed.

Business Coordination & Requirements Support

• Gather basic business needs from WSD units and capture notes, requirements, or workflow details for review by technical teams.
• Learn and support foundational business analysis tasks such as preparing simple requirement summaries, organizing user stories, and documenting processes.
• Facilitate communication between technical and non-technical groups by ensuring information is clearly collected, organized, and shared.

Application & Technology Support

• Assist with routine operational tasks for WSD applications (such as WAM, CC&B) under direction from the TSD Applications and Infrastructure teams.
• Provide basic support for hardware activities including intake, labeling/tagging, coordinating imaging, updating inventory, and scheduling deployments. (No prior technical experience required.)

Budget & Procurement Support

• Help prepare shopping carts, track purchases, and support SAP/SRM tasks as directed.
• Assist with purchase orders, payment requests, and procurement documentation.
• Support contract coordination and vendor documentation activities.
• Required Qualifications
• Reliable attendance and punctuality (fully on-site position).
• Strong organizational skills and the ability to track multiple priorities.
• Excellent attention to detail and proactive follow-up skills.
• Clear written and verbal communication abilities.
• Experience with administrative support, coordination, or office operations.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Willingness to learn basic business analysis and technology coordination tasks.

Preferred Qualifications

• Experience with SAP/SRM or procurement workflows.
• Background supporting municipal, utility, or enterprise environments.
• Familiarity with IT processes, governance, or compliance (helpful but not required).
• Experience coordinating with technical teams or supporting enterprise applications (helpful but not required).

Ideal Candidate

• Highly organized and dependable
• Comfortable managing multiple deadlines
• Proactive with communication and follow-up
• Eager to learn TSD processes, tools, and basic BA skills
• Flexible, collaborative, and comfortable assisting with both administrative and light technical coordination tasks

TOP 3 skills:

• Basic BA skills
• Highly organized, detail-oriented, and eager to learn foundational business analysis skills over time
• Experience with SAP/SRM or procurement workflows highly preferred