Operations Coordinator

Job Description

Job Description

WHO WE ARE

We are an I.T. consulting company that provides high-end/high-quality support services to various small and medium-sized businesses with an emphasis on professionalism and reliability. We service the southern California region and throughout the US.

WHO WE ARE LOOKING FOR

We are seeking an experienced IT Operations Coordinator to oversee the operational functions that support our client’s technology and business teams. This role is responsible for managing procurement, software and hardware assets, vendor relationships, licensing compliance, onboarding/offboarding workflows, mobile device management, and operational process improvements across the organization.

The ideal candidate is highly organized, detail-oriented, and capable of collaborating across multiple departments to ensure efficient business operations while maintaining compliance, documentation, and operational excellence.

Job Responsibilities

Employee Onboarding & Offboarding

• Coordinate IT onboarding and offboarding for employees.
• Process onboarding and offboarding information through NetSuite and other internal systems.
• Review employee onboarding information provided by HR and ensure required IT forms and documentation are completed.
• Coordinate account creation, access, equipment, and software requirements for new employees.
• Provide employees with access to required applications and software, including Adobe applications such as Adobe Acrobat Pro and other approved programs.
• Maintain and follow established onboarding and offboarding procedures.
• Ensure system access, licenses, and company technology are properly removed or reassigned when an employee leaves the organization.

IT Purchasing & Vendor Management

• Coordinate purchasing of IT hardware, software, subscriptions, and services.
• Work with approved vendors, including technology, software, and online purchasing vendors.
• Review purchase amounts, contract terms, renewal dates, and licensing requirements before processing purchases.
• Obtain required management approval for purchases exceeding established approval thresholds.
• Maintain accurate records of IT purchases and vendor transactions.
• Ensure qualifying hardware purchases are properly documented and assigned an asset tag.
• Monitor software licenses, subscriptions, and renewal dates to help prevent service interruptions or unnecessary renewals.
• Maintain records of company software licenses and subscriptions.
• Track license ownership and user assignments.

Receipts, Invoices & Finance Coordination

• Collect and organize IT-related receipts and invoices.
• Submit receipts and invoices to AP/Finance and appropriate internal stakeholders.
• Identify the appropriate stakeholders, job codes, and project information associated with purchases when applicable.
• Maintain organized documentation so transactions can be easily located for accounting, audit, and reconciliation purposes.

Credit Card & Expense Administration

• Assist with administration and reconciliation of IT-related corporate credit card transactions.
• Create and maintain virtual credit cards as required through the company’s approved financial platform.
• Apply appropriate transaction controls, including spending limits, expiration dates, and usage parameters.
• Maintain records of card usage and supporting documentation.
• Coordinate with Finance regarding transaction documentation and reconciliation.

Compliance & Reporting

• Assist with maintaining and updating SOC 2 documentation and reports.
• Support IT compliance and audit-related documentation requests.
• Maintain organized records needed for internal reviews and external audits.
• Assist with updating IT procedures and documentation as processes change.

Documentation & Record Management

• Maintain organized IT records in SharePoint, NetSuite, vendor folders, and other approved systems.
• Ensure purchasing records, receipts, invoices, approvals, licenses, and related documentation are properly filed.
• Keep IT procedures and internal instructions current.
• Assist with improving administrative processes and documentation as the IT department’s needs evolve.

What We Are Looking For

• Comfortable interacting with staff, vendors, and customers at all levels with professionalism and courtesy.
• Punctual, dependable, and reliable with a consistent track record of follow-through.
• Effective working independently in a fast-paced environment with minimal supervision.
• Able to follow and enforce a standard set of support policies with consistency and fairness.
• Reliable transportation and a valid California driver’s license with a clean background check history required.

Education & Experience:

• Bachelor’s degree in Business Administration, Information Systems, Operations Management, or a related field, or equivalent professional experience.
• 5+ years of experience supporting IT business operations, vendor management, asset lifecycle management, or related functions.
• Experience managing complex business processes and cross-functional projects.
• Strong analytical, organizational, and problem-solving skills.
• Experience creating reports, dashboards, and operational metrics.
• Strong communication and stakeholder management skills.
• Customer-service oriented, with the ability to explain technical concepts to non-technical users.
• Familiarity with IT Asset Management (ITAM) tools and Software Asset Management (SAM) best practices; experience managing multi-platform environments at scale.
• Budget management and cost optimization experience; ability to track spending, identify savings opportunities, and present financial data to leadership.
• Familiarity with IT service management (ITSM) and ticketing platforms such as Jira, ServiceNow, or equivalent tools.
• Working knowledge of data privacy and compliance frameworks (e.g., SOC 2 awareness, HIPAA considerations) as they apply to vendor management and user access.
• Vendor negotiation skills; demonstrated ability to secure favorable contract terms, renewals, and pricing on behalf of the organization.
• Change management experience; ability to guide staff through operational transitions, system changes, and process improvements with minimal disruption.
• High degree of discretion and confidentiality; this role has access to vendor contracts, personnel records, and security systems requiring sound judgment and professionalism at all times.

Working Conditions:

• Most of the work will be performed at our client site in Santa Monica CA.
• Consecutive hours spent at a time sitting in front of computer monitor and using keyboard and mouse.
• Schedule: Monday through Friday, standard business hours. On-site at client location in Santa Monica, CA.
• On-Call: May require occasional on-call availability for urgent issues outside of standard hours.

\nCompany Description

Inverselogic is a technology consulting, network management, managed services and software development firm with over 20 years in business.

Why you'll love working at INVERSELOGIC:

You'll work with a great group of people, one of the best in the business, in a highly collaborative, team and results oriented atmosphere
You'll have the opportunity to work in a dynamic and extremely positive environment where there is always the opportunity to challenge your skills and really move the needle
You'll work with large, sophisticated, and progressive clients throughout North America
You'll get awesome benefits that include competitive and attractive compensation, performance based bonuses, holidays, vacation and sick days, medical insurance, life insurance, short and long term disability insurance, and more
Ongoing training provided and plenty of opportunities to grow

Company Description

Inverselogic is a technology consulting, network management, managed services and software development firm with over 20 years in business. \r\n\r\nWhy you'll love working at INVERSELOGIC:\r\n\r\nYou'll work with a great group of people, one of the best in the business, in a highly collaborative, team and results oriented atmosphere\r\nYou'll have the opportunity to work in a dynamic and extremely positive environment where there is always the opportunity to challenge your skills and really move the needle\r\nYou'll work with large, sophisticated, and progressive clients throughout North America\r\nYou'll get awesome benefits that include competitive and attractive compensation, performance based bonuses, holidays, vacation and sick days, medical insurance, life insurance, short and long term disability insurance, and more\r\nOngoing training provided and plenty of opportunities to grow