Administrative Services Coordinator

The Administrative Services Coordinator supports the day-to-day administrative, purchasing, inventory, and customer service functions of the organization. This position works closely with the Administrative Services Manager (ASM) and Hardware Manager to ensure purchasing, inventory, office operations, licensing, and customer needs are handled accurately and efficiently.

The ideal candidate is organized, dependable, detail-oriented, and comfortable managing multiple priorities. This role requires regular communication with vendors, customers, and internal team members and includes occasional local pickups and errands.

Key Responsibilities

Purchasing, Procurement & Inventory

• Purchase hardware, software, licenses, and other approved business items.
• Upload and maintain purchase receipts and supporting documentation as required.
• Track incoming packages and shipments and ensure associated purchase orders are properly closed.
• Coordinate hardware and product returns, replacements, and exchanges with vendors.
• Assist the Administrative Services Manager with hardware quotes for customers.
• Assist with customer software and license renewals.
• Prepare weekly lists of hardware and equipment needed to maintain appropriate stock levels for designated customers.
• Purchase and pick up approved office incentives and other business-related items as requested.
• Maintain accurate hardware and inventory records, including entering customer equipment into the appropriate inventory management system and assisting the Hardware Manager with receiving inventory as needed.

Administrative Support

• Monitor office inventory and order kitchen and general office supplies as needed.
• Coordinate and pick up the office's weekly breakfast.
• Answer incoming phone calls and route or respond to requests appropriately.
• Monitor and respond to customer emails within the responsibilities of the position.
• Communicate with customers, vendors, and internal team members regarding orders, shipments, quotes, licensing, and other administrative matters.
• Maintain organized purchasing, receipt, shipment, and administrative records.
• Provide day-to-day administrative support to the Administrative Services Manager.
• Assist other departments with administrative and operational needs when required.
• Perform other duties and special projects as assigned.

Qualifications

• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills.
• Professional and customer-focused attitude.
• Comfortable communicating with customers and vendors by phone and email.
• Basic knowledge of computer hardware and software, or the ability to learn quickly.
• Comfortable working with purchasing, inventory, and business management systems.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
• Experience with business management, purchasing, or inventory systems is a plus but not required.
• Ability to work independently while collaborating effectively with multiple departments.
• Valid driver's license and reliable transportation for occasional local pickups and business errands.

Preferred Experience

The following experience is preferred but is not required for consideration:

• Previous administrative, purchasing, procurement, or office management experience.

Benefits & Work Schedule

Total IT offers a comprehensive benefits package and a predictable hybrid work schedule, including:

• 100% company-paid medical, dental, and vision insurance for the employee
• Paid time off
• Paid sick leave
• Paid company holidays
• One work-from-home day per week
• Full-time, Monday–Friday schedule

Candidates who demonstrate strong organizational skills, attention to detail, communication abilities, and a willingness to learn are encouraged to apply even if they do not have direct experience in all areas of the position.

Success in This Role

A successful Administrative Services Coordinator will keep purchasing and administrative tasks moving without requiring constant follow-up, maintain accurate records, communicate effectively with customers and vendors, and proactively identify upcoming purchasing, licensing, inventory, and office needs.