IT Business Operations Coordinator

Dallas Mavericks•Dallas, TX

23h

About The Position

The IT Business Operations Coordinator serves as the operational backbone of the Information Technology department. This role coordinates vendor relationships, contract and renewal tracking, departmental billing and budgeting support, project and outage scheduling, technology request intake, laptop lifecycle planning, team events, and executive support for the Senior Vice President of Technology. The position acts as a central point of coordination among IT, Finance, Procurement, vendors, and business stakeholders. Success requires exceptional organization, discretion, communication skills, financial awareness, and the ability to manage competing priorities in a fast-paced, deadline-driven environment.

Requirements

Associate's or bachelor's degree in Business Administration, Information Technology, Finance, Communications, or a related field, or equivalent relevant professional experience.
Demonstrated experience managing calendars, meetings, deadlines, documents, and multiple competing priorities.
Experience reviewing invoices, tracking expenses, or coordinating payment and purchasing processes.
Strong working knowledge of Microsoft Outlook, Excel, Word, PowerPoint, Teams, and shared calendar environments.
Excellent written and verbal communication skills.
Exceptional organizational skills and attention to detail.
Ability to work independently, exercise sound judgment, and maintain confidentiality.
Ability to interact effectively with executives, vendors, technical teams, Finance, and employees across the organization.
Ability to adapt quickly and remain effective in a fast-paced, deadline-oriented environment.

Responsibilities

Serve as the primary operational contact for IT vendors and technology partners.
Maintain a centralized record of vendor contracts, licensing agreements, support agreements, maintenance agreements, subscriptions, renewal dates, notice periods, billing schedules, and key commercial terms.
Coordinate contract renewals with IT leadership, Finance, Procurement, and Legal, and provide advance notice of upcoming decisions or potential cost changes.
Review vendor billing against contracted products, services, license quantities, and actual departmental usage to identify discrepancies, unused services, or opportunities for cost optimization.
Schedule vendor meetings, product demonstrations, project discussions, quarterly business reviews, escalations, and executive briefings.
Coordinate vendor onboarding, documentation, and communication with internal stakeholders.
Review all invoices, recurring charges, purchase requests, and other expenses charged to the Information Technology budget.
Understand monthly, quarterly, annual, and multi-year billing cycles for software, hardware, cloud services, support agreements, telecommunications, and professional services.
Validate that invoices match contracts, purchase orders, approved quotes, products received, and services delivered.
Prepare and route required paperwork so invoices, purchases, renewals, and other obligations are processed accurately and on time through the Finance department.
Maintain departmental budget tracking records and assist IT leadership with forecasts, renewal planning, accruals, and variance reviews.
Partner with Finance and Procurement to resolve billing discrepancies, missing documentation, delayed payments, credits, and vendor account issues.
Own and maintain the master IT department calendar, including projects, maintenance windows, planned outages, vendor engagements, major events, and business-critical dates.
Track technology projects and scheduled changes to identify conflicts involving shared resources, business events, system dependencies, or overlapping outages.
Coordinate with technical owners to ensure project dates, milestones, outage windows, and communication requirements are accurately documented.
Proactively escalate scheduling conflicts and help facilitate resolution before they affect business operations.
Support meeting preparation, action-item tracking, follow-up communication, and documentation for departmental projects and initiatives.
Serve as a central intake point for technology problems, requests, vendor needs, and new project inquiries.
Gather sufficient information to understand the request, urgency, affected users, business impact, and required outcome.
Identify and involve the appropriate IT team members, vendors, or business stakeholders.
Track requests and follow-up items through assignment and resolution, ensuring that ownership and next steps are clear.
Provide professional communication to requestors and help prevent requests from becoming delayed or lost between teams.
Manage the Senior Vice President of Technology's calendar, including internal meetings, vendor meetings, executive sessions, project reviews, and schedule conflicts.
Assist with meeting preparation, agendas, supporting materials, follow-up items, and professional email responses.
Handle sensitive or confidential information with discretion and sound judgment.
Coordinate department-wide meetings, planning sessions, presentations, and communications.
Provide administrative and operational support that improves the effectiveness of the SVP and broader IT leadership team.
Coordinate the organization's laptop refresh and upgrade program on a defined rotational schedule.
Maintain records of planned replacements, employee assignments, expected refresh dates, and outstanding upgrade needs.
Monitor laptop inventory and work with technical staff and vendors to maintain sufficient stock for new hires, replacements, failures, and growth.
Coordinate purchasing, receiving, deployment scheduling, and follow-up activities with IT team members and business departments.
Help ensure that employees receive appropriate equipment on schedule and that aging devices are addressed proactively.
Plan and coordinate monthly IT team events, department meetings, lunches, training sessions, celebrations, and team-building activities.
Manage event logistics, scheduling, reservations, vendor coordination, communications, and attendance tracking.
Support onboarding and integration activities for new IT employees.
Promote a positive, organized, collaborative, and service-oriented department culture.
Build strong working relationships with employees and leaders across all departments of the organization.
Coordinate regularly with Finance, Legal, Human Resources, Facilities, Marketing, Community, Broadcast and other business units.
Communicate clearly and professionally with vendors, executives, technical staff, and non-technical stakeholders.
Represent the Information Technology department with professionalism, responsiveness, and a customer-service mindset.