IS Operations Specialist

Role Overview

• Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects.
• Route invoices for approval and track through submission and payment.
• Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation.
• Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions.
• Support vendor onboarding and maintain vendor documentation.
• Track orders, deliveries, and receiving confirmations.
• Assist with renewals, true-ups, and subscription adjustments.
• Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates).
• Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory.
• Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners.
• Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment.
• Maintain centralized repository of IS contracts, SOWs, and amendments.
• Track contract expirations, renewal windows, and notice periods.
• Proactively notify IS owners of upcoming renewals.
• Support contract routing and execution with Legal and Procurement.
• Assist with monthly budget tracking and variance analysis, while maintaining budget documentation.
• Support project spend tracking and accruals.
• Prepare spend summaries for IS leadership.
• Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope.
• Perform by other duties as assigned.

Requirements

• 2+ years of experience in operations, invoice processing, procurement, or contract administration.
• Strong attention to detail and ability to manage multiple priorities.
• Proficiency with Microsoft Excel, Teams, and SharePoint.
• Experience working in an IT organization preferred.
• Familiarity with IT vendors, SaaS subscriptions, and ticketing systems preferred.

Benefits

• Health insurance
• 401(k) matching
• Flexible work hours
• Paid time off