Information Technology Coordinator

KAF DIGITAL BERHAD

Job Title: IT Coordinator Non-Technical

Job Summary:

We are seeking a detail-oriented and organized non-technical IT Coordinator to support the IT

department in managing procurement, finances, budgets, expenses, and a variety of administrative duties. The ideal candidate will play a crucial role in ensuring smooth operations within the IT team by managing office logistics, documentation, and financial processes related to IT projects and ongoing departmental activities.

Responsibilities:

Procurement & Vendor Management:

Coordinate and manage the procurement process for IT hardware, software, and services, ensuring timely acquisition and delivery.

Maintain and update vendor contracts, purchase orders, and supply records.

Liaise with vendors to negotiate pricing, delivery timelines, and warranty details.

Ensure that all purchases comply with company policies and budget guidelines.

Financial & Budget Management:

Assist in the preparation and management of the IT department's annual budget, tracking expenditures and ensuring alignment with budgetary constraints.

Monitor and report on IT-related expenses, helping to manage cost efficiency and identifying potential savings.

Assist with cost forecasting and financial planning for IT projects and ongoing departmental needs.

Reconcile invoices, ensuring accurate billing and timely payments.

Expense Management:

Process and track expense reports for IT staff, ensuring compliance with company policies.

Maintain accurate records of all financial transactions and ensure proper documentation for audits.

Coordinate with Finance and Accounts for expense approval, reporting, and reimbursement processes.

Secretarial & Administrative Support:

Provide administrative support to the IT department, including scheduling meetings, preparing agendas, taking minutes, and following up on action items.

Assist with travel arrangements, event coordination, and the preparation of presentations or reports.

Maintain the IT department's filing systems, both electronic and physical, ensuring all records are easily accessible and well-organized.

Documentation & Reporting:

Maintain and update documentation related to IT policies, procedures, and project progress.

Prepare reports for senior management on financials, procurement, and departmental activities.

Assist in preparing project documentation, ensuring accuracy and completeness.

General Administrative Support:

Oversee inventory management of office supplies, ensuring timely restocking of essential items.

Manage internal and external communications on behalf of the IT department.

Assist in managing departmental scheduling, ensuring smooth coordination across teams.

Qualifications and Skills :

Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Finance, Information Technology, or related field preferred.

Experience: Minimum of 2-3 years of experience in office administration, procurement, or finance management. Prior experience working in an IT department or related industry is a plus.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace. Experience with financial software or procurement systems is a plus.

Financial Acumen: Strong understanding of budgeting, expense tracking, and financial reporting.

Organizational Skills: Exceptional organizational and time management skills with the ability to prioritize tasks effectively and handle multiple responsibilities simultaneously.

Communication Skills: Excellent verbal and written communication skills, with a strong attention to detail.

Problem-Solving: Ability to resolve issues independently and proactively, demonstrating a solution-oriented mindset.

Team Player: Ability to collaborate effectively with internal teams, external vendors, and takeholders.

Confidentiality: Strong understanding of confidentiality protocols, especially with regard

to financial and procurement information.

Experience in IT procurement or working within a technology-driven environment.

Familiarity with budget management tools and expense tracking systems.

Ability to handle complex administrative tasks with minimal supervision.