IT Admin Analyst (FTC 12 Months)

Smithsgroup2; Bengaluru; On-site; INR 600,000 - 1,100,000; Full time

Job summary

Smithsgroup2 is seeking an IT Admin Analyst to support end-to-end procurement, PR/PO lifecycle, and IT administration activities. You will coordinate with stakeholders and approvers, maintain documentation, and provide governance and analytics to improve procurement processes.

The role emphasizes collaboration with senior leadership, asset tracking, and reporting, ensuring accurate records and timely communication across IT operations and procurement teams.

Qualifications

• 3-5 years of experience in IT administration, procurement operations, purchasing support, or a related business operations role.
• Strong understanding of PR creation, approval workflows, PO tracking, and vendor coordination.
• Excellent stakeholder management and communication with senior leaders and cross-functional teams.

Responsibilities

• Raise and manage Purchase Requisitions (PRs) in line with IT procurement processes and policies.
• Coordinate with stakeholders to gather and validate procurement requirements and documentation.
• Track PRs and follow up with approvers to ensure timely approvals.
• Liaise with procurement, finance, and vendor teams to convert PRs to Purchase Orders (POs).
• Monitor timelines and escalate delays to the IT Admin Lead as needed.
• Prepare and maintain procurement trackers, dashboards, and reports on PR/PO status.

Skills

Procurement processes

PR/PO management

Stakeholder management

Vendor coordination

Dashboard reporting

Education

Diploma / Any Degree / Post-Graduation

Job description

Job Purpose:

The IT Admin Analyst is responsible to support the IT Admin Lead in managing the end-to-end procurement process by raising Purchase Requisitions (PRs), coordinating with stakeholders and approvers for timely conversion to Purchase Orders (POs), and ensuring effective communication with requestors, including senior leadership teams.

In addition to the above, the role supports IT administration activities including documentation management, procurement reporting, asset tracking analysis, governance reporting, and process coordination to ensure effective IT operations and stakeholder communication.

Duties:

PR/PO Process Activities:

• Raise and manage Purchase Requisitions (PRs) in accordance with established IT procurement processes and policies.
• Coordinate with business stakeholders to gather and validate procurement requirements and supporting documentation.
• Track the status of PRs and proactively follow up with approvers to ensure timely approvals.
• Liaise with procurement, finance, and vendor management teams to facilitate smooth conversion of PRs into Purchase Orders (POs).
• Monitor procurement timelines and elevate delays or bottlenecks to the IT Admin Lead as required.
• Provide timely and accurate status updates to requestors, including senior leaders and key business stakeholders.
• Maintain procurement records, approval trails, and related documentation for audit and compliance purposes.
• Ensure adherence to organizational procurement policies, budget controls, and approval workflows.
• Support the IT Admin Lead in managing vendor onboarding and procurement-related administrative activities when required.
• Prepare and maintain procurement trackers, dashboards, and reports to monitor request volumes, approval turnaround times, and PO issuance status.
• Build and maintain strong working relationships with internal stakeholders, approvers, procurement teams, and vendors.
• Identify opportunities to improve procurement processes and enhance efficiency through process standardization and proactive follow-up.

Reporting & Analytics

• Prepare and maintain procurement dashboards and trackers to monitor PR, approval, and PO status, ensuring visibility of pending actions and turnaround times.
• Generate periodic reports on procurement requests, approval aging, PO conversion rates, and spend trends to support operational decision-making.
• Analyze procurement data to identify process bottlenecks, delays, and improvement opportunities, providing actionable insights to the IT Admin Lead.
• Develop and share management reports and status summaries for key stakeholders, including senior leadership, highlighting procurement performance metrics and outstanding actions.

Documentation & Process Support

• Prepare process documentation, SOPs, user guides, and business documents.
• Maintain documentation repositories and version control.
• Support audit documentation and compliance reporting.
• Track action items, project updates, and governance reviews.

IT Administration Support

• Support IT asset tracking, inventory reporting, and compliance documentation.
• Assist in procurement reporting, vendor documentation, and purchase records management.
• Coordinate with internal teams for reporting requirements related to IT operations.
• Support onboarding and offboarding documentation activities.
• Assist the IT Admin Lead in maintaining dashboards and operational metrics.

Stakeholder Management

• Build and maintain effective working relationships with business stakeholders, procurement teams, finance partners, vendors, and approvers to ensure seamless execution of IT procurement activities.
• Act as the primary point of contact for procurement-related communications, providing timely updates and managing expectations of stakeholders, including senior leadership.
• Collaborate proactively with cross-functional teams to resolve procurement issues, expedite approvals, and ensure requests are fulfilled within agreed timelines.

Continuous Improvement

• Identify process inefficiencies, approval bottlenecks, and recurring issues within the IT procurement lifecycle, and recommend practical solutions to improve turnaround times.
• Drive process standardization by developing and maintaining SOPs, trackers, and best practices to enhance operational efficiency and compliance.
• Leverage procurement metrics and analytics to monitor performance, identify improvement opportunities, and support continuous optimization of procurement workflows.

Qualification:

• Diploma / Any Degree / Post-Graduation

Skills and Experience:

• 3-5 years of experience in IT administration, procurement operations, purchasing support, or a related business operations role.
• Strong understanding of procurement processes, including Purchase Requisition (PR) creation, approval workflows, Purchase Order (PO) tracking, and vendor coordination.
• Excellent stakeholder management and communication skills, with the ability to interact effectively with senior leaders, cross-functional teams, and external vendors.
• Prof