IT Vendor & Operations Coordinator

Job Summary

The IT Vendor & Operations Coordinator provides administrative, operational, and coordination support across the IT organization. This role manages IT vendor invoice intake and routing, maintains IT asset inventory records, coordinates light cross-functional projects, prepares operational reports, and provides general administrative support that keeps day-to-day IT operations running smoothly. The role serves as a key liaison between IT, vendors, procurement partners, and the Accounting team, ensuring administrative workflows move efficiently and that IT leadership has the information needed to make timely decisions.

About Specialized Dental Partners

Specialized Dental Partners is one of the nation’s leading dental support organizations for Endodontic, Periodontic, and Oral Surgery practices. With more than 250 practice locations and over 430 doctors across the United States, Specialized Dental Partners empowers specialists to focus on exceptional patient care while the organization delivers tailored business, operational, and strategic support.

Key Responsibilities

Vendor & Invoice Administration

• Own the IT invoice intake process by monitoring and managing the IT invoice inbox, ensuring invoices and statements are received, complete, and tracked through to handoff.
• Review and validate IT invoices for completeness, apply IT cost-center and category coding, and route invoices for IT approval in alignment with internal approval thresholds and procedures, including escalation of items requiring additional approval.
• Hand off coded and approved invoices to the Accounting team for posting and payment, serving as the IT-side point of contact for follow-up questions.
• Respond to supplier inquiries and resolve common administrative issues (missing information, duplicate invoice references, documentation gaps) by coordinating corrections with vendors and internal stakeholders.
• Maintain organized records of IT vendor documentation and invoice tracking to ensure audit-ready retrieval and consistent IT spend visibility.

Vendor Onboarding & Procurement Coordination

• Distribute and collect required vendor onboarding documentation (e.g., vendor details, banking information, W-9) for new IT suppliers, and submit completed packets to Accounts Payable for setup.
• Complete and submit new supplier forms and requests in Coupa (or designated spend platform) to ensure suppliers are established correctly for invoicing and payment.
• Support IT procurement ticket workflows by updating ticket status, tracking ordered equipment shipments, documenting progress, creating sub-tasks or child tickets when needed, and closing tickets upon completion.
• Coordinate with the procurement team and suppliers to help resolve order-to-invoice issues and ensure accurate administrative follow-through.

IT Asset Inventory & Tracking

• Maintain accurate IT asset inventory records, including hardware, peripherals, software licenses, and subscriptions.
• Track equipment lifecycle events: receipt, deployment, transfers, returns, refresh, and retirement; document serial numbers, assignees, and locations.
• Perform periodic inventory reconciliations, flag discrepancies, and support internal audits and asset reviews.
• Coordinate asset retrieval for departing employees and asset preparation for new hires in partnership with HR, IT support, and the help desk.

Project Coordination

• Provide light project coordination support for IT initiatives — scheduling check-ins, maintaining project trackers, capturing action items, and following up on outstanding tasks.
• Prepare and distribute meeting agendas, notes, and follow-up summaries for recurring IT operational meetings.
• Help advance small-scale process improvements within IT operations by documenting current-state workflows and tracking improvement actions to completion.

Operational Reporting

• Prepare recurring operational reports such as IT vendor spend rollups, asset inventory status, procurement ticket throughput, and project status summaries.
• Build and maintain dashboards and trackers in Excel, SharePoint, and other Microsoft 365 tools to provide IT leadership with consistent visibility into operational metrics.
• Produce ad hoc reports and data pulls in support of IT leadership decisions, audits, and planning cycles.

Expense & Administrative Support

• Review and route IT-related employee expense submissions to ensure correct allocation, required receipts and backup are attached, and any needed corrections are applied prior to routing.
• Collect, organize, and code receipts and supporting documentation for IT leadership expense reporting on a recurring schedule to support timely submission.
• Provide general administrative support to IT leadership, including document preparation, distribution list maintenance, file organization, and meeting logistics.

Additional Project Support

• Provide responsive administrative and coordination support for ad hoc IT initiatives, including special projects requiring documentation, scheduling, follow-up, or process administration.

Required Qualifications:

• High school diploma or equivalent.
• 1–3 years of experience in operations coordination, business administration, vendor or invoice administration, or a comparable support role.
• 3 years of proficiency with Microsoft 365 (Outlook, Excel, Teams, SharePoint).
• 2 years of experience working with vendors and resolving administrative or invoice discrepancies.
• Strong attention to detail, organization, and ability to manage a high-volume inbox or work queue across competing priorities.

Preferred Skills:

• Experience with Coupa (procurement, invoicing, or expense modules) or a comparable spend platform.
• Experience with IT asset management practices or ticketing systems (e.g., ServiceNow, Jira, Freshservice).
• Familiarity with light project coordination tools (e.g., Microsoft Planner, Asana, Monday) and basic reporting in Excel or Power BI.
• Prior experience supporting an IT, technology, or operations function in a multi-site or distributed organization.

Specialized Dental Partners, its affiliates, related companies and independently owned supported clinical practices are proud to be Equal Opportunity Employers. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

The salary range for this role is $24.00 - 25.00 per hour. At Specialized Dental Partners, its affiliates, related companies and independently owned supported clinical practices, we are committed to ensuring fair and equitable pay for all employees. We adhere to all applicable federal, state, and local laws regarding pay equity and non-discrimination. Our compensation practices are designed to ensure that employees are paid fairly based on their role, experience, performance, and contributions to the company, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We regularly review our compensation practices and conduct pay equity audits to identify and address any disparities. By fostering a culture of transparency and fairness, we aim to create an inclusive workplace where all employees feel valued and respected.