IT Administrator - Trowbridge, England

Job summary

We are seeking a detail-oriented and proactive IT Administrator to oversee a broad range of administrative functions within the IT department. This role involves managing department operations, team travel arrangements, event coordination, vendor management, purchasing and assisting with budget, and working with other team members to manage software licences and hardware assets.

Responsibilities

• Serve as the primary administrative support for the IT department.
• Maintain departmental records, files, and documentation, ensuring compliance with company policies and regulatory requirements.
• Prepare reports, presentations, and other documentation as required.
• Coordinate team schedules, meetings, and communications.

Team Travel Coordination

• Arrange travel logistics for IT team members, including flights, accommodations, and transportation.
• Ensure adherence to company travel policies and budget constraints.

Event Management

• Plan and organise IT-related events such as team workshops, training sessions, and conferences.
• Coordinate with vendors, venues, and other stakeholders to ensure smooth execution.
• Track event budgets and ensure timely delivery of event materials and services.

Purchasing & Vendor Management

• Manage IT department purchasing processes, including procurement of hardware, software, and services.
• Review invoices with the appropriate responsible IT Manager and process accordingly with the finance team.
• Raise purchase orders and process of purchasing requests.
• Facilitate completion of new or updated NDAs, DPAs and PIAs with suppliers.
• Evaluate vendor quotes, negotiate contracts, and ensure timely delivery of purchased items.
• Working with the procurement team, to maintain records of contracts, terms of service, purchase orders, invoices, and inventory updates. Ensuring documentation is kept to required standards.
• Order new hardware through hardware suppliers as per requests.
• Co-ordinate RFP processes between IT & Procurement.
• Facilitate Project CapEx request/approval process.
• Work with the Service Desk & Infrastructure teams to ensure that joiners, movers & leavers processes have been completed.

Qualifications

• Proven experience in administration roles.
• Strong understanding of procurement processes.
• Knowledge of budgeting and financial processes.
• Experience raising purchase orders and managing vendors.
• Experience in booking and organising travel and events.
• Proficiency in administrative tools such as Microsoft Office Suite, collaboration tools (e.g., Microsoft Teams),.
• Exceptional organisational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.

Desired requirements

• Experience of administration within an IT team.
• Experience dealing with supplier management, including coordinating contracts and agreements.
• Ability to work with technical users with asset management.

Benefits

• Competitive salary - accredited Living Wage employer
• 25 days holiday per year, plus bank holidays
• Option to purchase up to 5 additional days holiday per year
• Discretionary annual bonus scheme
• Pension scheme - employer matched contributions up to 4%
• Life assurance scheme worth at least 1x annual salary
• Subsidised canteen
• Free parking
• Free turkey or voucher at Christmas
• apetito perks scheme including salary sacrifice options and retail discounts

Job description