IT Administrative Manager - Grand Rapids MI - Applied Innovation : Job Details

The Administrative Manager supports the Technology Division's growth objectives by leading and developing the team responsible for quoting, procurement, inventory management, fulfillment, invoicing, and various administrative tasks. They will own vendor relationships, track costs, stay informed about industry trends, and work with stakeholders to optimize costs and improve efficiency. This person will report to the Director of Strategic Services. Key Responsibilities:

• Lead and develop the administrative team who provide these functions:
  • Quoting
    • Create quotes for Managed Services Agreements, products, and projects, delivering quotes to team members and customers.
    • Preparing accurate quotes based on scopes of work provided by the technical consults.
    • Extended warranties (workstations and servers)
    • Register deals (Deal Registration) with vendors for specific opportunities to help drive margin or keep the deal competitive.
  • Procurement, Inventory Management, and Fulfillment
    • Ordering inventory items, sales items, and licenses.
    • Receiving products from distributors and updating project tickets for Project Managers to have visibility into order status.
    • Keeping accurate inventory in multiple office sites from order to client receipt.
    • Distributing inventory to customers or technical resources.
    • Work with leasing company and Contracts dept to obtain lease approvals and create lease documents.
  • Invoicing
    • Invoice agreements, licenses, resale products, products, and projects.
      • Product auditing to validate accuracy in invoices from vendors and sales orders to customers.
  • Administrative
    • Processing won quotes and initiating the work project.
    • Technology disposal
  • Licensing and Renewal Management:
    • M365; Meraki; Adobe

• Vendor Relationship Management:
  • Cultivate and maintain strong relationships with key vendors and partners.
  • Work with internal Stakeholders to ensure contracts, pricing, and terms with vendors to have favorable agreements for the company.
  • Keep records of all vendor agreements, terms, contacts, etc.
• Answer internal and external customer questions as it relates to areas of administration.
• Together with appropriate teams, track and manage costs of goods sold (COGS) related to vendor contracts, product licenses, and toolsets.
• Stay informed about industry trends, new products, and emerging technologies from vendors.
• Together with appropriate stakeholders, monitor spending and identify opportunities for cost optimization and efficiency improvements in our product offerings and internal toolsets.
• Manage customer transfers in and out of partner solutions.
• Collaborate with other departments: Work closely with Sales, vCIOs, and Service to enhance administrative efficiency and support the company's growth objectives.
• Periodic travel to remote offices to meet with team members.

Qualifications:

• Minimum of 5 years of experience in an IT service or operations role.
• Bachelor's degree in Business Administration, Operations Management, or a related field.
• Strong communication and interpersonal skills.
• Strong leadership and team development skills.
• Proven experience in operations management, preferably within a technology or service-oriented company.
• Understanding of IT systems and processes, including PSAs, SaaS models, and Microsoft licensing.
• Business acumen with an understanding of financial processes.
• Excellent organizational and problem-solving abilities.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Applied Innovation offers a full benefit program that includes medical, dental, vision, life, short-term disability, 401(k), paid vacation, paid holidays, and an onsite company gym.