IT Administration Specialist

About the Role

The IT Admin Specialist provides administrative and operational support to the IT Office Manager. This role focuses on data entry, validation, and tracking within the Jira ticketing system to ensure accurate, complete, and timely processing of IT-related requests. The position supports procurement coordination, invoice tracking, and documentation, while maintaining efficient workflows across IT and internal business teams. This is an execution and coordination role – final validation and approval authority rests with the IT Office Manager.

Responsibilities

• Perform data entry and updates in Jira for IT-related requests, purchases, invoices, and contracts
• Validate ticket information for accuracy, completeness, and proper documentation
• Ensure all required fields, attachments, and supporting details are included in tickets
• Monitor ticket progress and follow up with stakeholders to maintain workflow timelines
• Maintain clean, organized, and up-to-date records within Jira
• Provide general administrative support to IT operations and internal requests
• Maintain organized documents, requests, and approvals
• Assist in updating trackers, shared files, and internal systems
• Enter and track invoice-related information in Jira and internal trackers
• Verify that invoices include required details and supporting documentation
• Route invoices to the appropriate stakeholders for review and approval
• Identify and flag discrepancies, missing information, or inconsistencies
• Submit and track purchase requests for IT-related items (hardware, software, licenses) through Jira
• Ensure all required data and approvals are documented within the system
• Follow up on request status and update records accordingly
• Maintain accurate procurement tracking logs
• Maintain organized contract records and documentation within Jira and shared repositories
• Track contract lifecycle status (submitted, under review, active, expired, etc.)
• Ensure contract-related tickets contain complete and accurate information
• Act as a point of contact for status updates on tickets, requests, and purchases
• Escalate delays, inconsistencies, or risks to the Office Manager – IT
• Maintain trackers for: contracts, invoices, purchase requests, and BPOs (Blanket Purchase Orders)

Requirements

• Must be at least 21 years of age
• High school diploma or equivalent required; associate degree in business, IT, or related field preferred
• 1–2 years of administrative, data entry, or ticketing-system experience; hospitality or corporate IT environment a plus
• Passion for continuous improvement
• Demonstrated ability in maintaining consistent, high-quality service levels
• Excellent communication skills, with the ability to collaborate across teams
• Strong organizational skills and attention to detail, with the ability to set clear priorities in a fast-paced environment
• Must be willing and able to work a flexible schedule to include holidays, nights, and weekends

Skills

• Understanding of ITSM tools (e.g., JIRA, ServiceNow)
• Intermediate Microsoft Excel skills (sorting, filtering, basic formulas, pivot tables)
• Comfortable navigating shared drives, SharePoint, or similar document repositories
• Strong attention to detail and data accuracy
• Clear written and verbal communication for stakeholder follow-up
• Ability to manage multiple trackers/requests concurrently without dropping details
• Comfortable escalating issues rather than making unilateral decisions outside scope
• Ability to read and interpret documents in English, such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to read and communicate verbally in English; written communication skills in English may also be required
• Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, regularly required to stand and use hands and fingers to handle or utilize objects, tools, or controls
• Frequently required to reach with hands and arms and talk or hear
• Specific vision abilities required include close vision and peripheral vision
• Must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds
• Must have the ability to push, pull, reach, bend, twist, stoop, stack, crouch, kneel, and balance when performing job duties in varying work areas such as confined spaces

Work Environment

The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate
• May be exposed to an environment containing unrestricted secondhand tobacco smoke

Pay

$27.00 per hour