IT Administrative and Financial Coordinator

Position:                             IT Administrative and Financial Coordinator
Classification:                    Full-time, Non-Exempt
Reports to:                         IT Operations Manager 
Company:                          DePelchin Family Services
Location:                            Houston, TX

Position Description:
The IT Administrative & Financial Coordinator provides essential administrative and financial support to the IT Department, helping to streamline processes and ensure accurate tracking of departmental spend. This role manages invoice processing, purchasing coordination, vendor billing verification, software cost allocation reporting, and department budget support, alongside calendar management, process documentation, and general office administration. The Coordinator serves as a vital link between the IT team, vendors, and Finance, and requires strong organizational skills along with a working understanding of both administrative processes and financial/purchasing procedures.

Primary Responsibilities:
- Track, process, and monitor invoices to ensure timely and accurate payment.
- Prepare and deliver monthly financial and operational reports, documents, and presentations as required.
- Prepare software cost allocation reports, ensuring software spend is accurately distributed across departments/cost centers.
- Assist with department budget creation and ongoing budget management, including tracking actuals against budget.
- Provide administrative and clerical support for purchasing activities, including coordinating procurement of IT supplies and equipment and obtaining vendor quotes.
- Coordinate with vendors to research and verify billing and expenses.
- Coordinate daily administrative operations for the IT department, including calendar management, meeting scheduling, and departmental communications.
- Develop and maintain current written procedures documenting all routine tasks and workflows.
- Organize and maintain digital and physical filing systems, including document retention and destruction according to policy.
- Support audit preparation by maintaining accurate financial and compliance documentation.
- Provide administrative support for IT projects and department initiatives, including coordinating schedules, gathering requirements, tracking tasks, and documenting progress.
Required Qualifications:
- High School Diploma or equivalent.
- Minimum three (3) years' experience in administrative support, bookkeeper, or a comparable role involving office administration, purchasing,  and accounts payable responsibilities.
Preferred Qualifications:
- Bachelors in Accounting, Finance, Business, or related field preferred.
- Experience supporting an IT department preferred.
- Experience processing invoices and purchase orders preferred.
- Experience with IT ticketing or service desk systems preferred.
- Experience supporting budget preparation, cost allocation, or expense tracking preferred.
Knowledge, Skills, and Abilities:
- Basic understanding of technology, budgeting, and financial recordkeeping.
- Ability to prepare cost allocation reports and assist with budget tracking, using spreadsheets/formulas to organize and reconcile data.
- Ability to quickly learn and apply technical concepts and navigate financial systems and vendor portals.
- High level of proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), with advanced skills in Excel.
- Ability to learn technical concepts and systems quickly.
- Ability to maintain professional, confidential work environment.
- Ability to work with culturally diverse populations and work force.
- Ability to interact with staff with a customer service orientation.
- Excellent organizational, communication, and multitasking skills.
- Ability to work independently and as a team member to achieve positive results in a timely manner.
Work Conditions:
- Environment: Office
- Work Schedule: Monday through Friday during standard business hours
- Travel: None

DePelchin is Proud to be an Equal Opportunity Workplace.

DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.