IT Operations Coordinator

Hammerjack Pty Ltd; Philippines; Hybrid; PHP 360,000 - 720,000; Full time

Benefits offered by this job

Healthcare coverage on day one

Performance bonuses

Flexible work arrangements

Job summary

MicroSourcing in the Philippines is seeking an IT Operations Coordinator for a hybrid role in Eastwood, Quezon City. You will manage the full lifecycle of virtual payment cards, keep precise vendor and budget records, and ensure timely reconciliation of IT invoices.

You will coordinate procurement workflows, prepare leadership reports, and drive process improvements across IT, Finance, and Procurement while maintaining strong cross-functional collaboration.

Qualifications

• Proven experience in IT operations coordination, administrative coordination, executive assistance, procurement, finance operations, or a similar role.
• Strong organizational and time-management skills, with the ability to manage multiple requests, approvals, invoices, orders, and follow-ups.
• Attention to detail and accuracy when maintaining financial, vendor, procurement, and operational records.
• Excellent written and verbal communication, able to coordinate with stakeholders, vendors, and cross-functional teams.
• Willingness to work a night shift schedule with overlap with US Pacific Time hours.

Responsibilities

• Coordinate the full lifecycle of virtual payment cards, including intake, tracking, subscription assignment, rotation, and cancellation.
• Maintain records mapping active cards to subscriptions, requesters, owners, approvers, and budget owners.
• Reconcile monthly card statements and investigate discrepancies, unexpected charges, and inactive cards.
• Identify cards for cancelled or unused services and coordinate closure with stakeholders.
• Track IT invoices from receipt through approval and payment, keeping status visibility.
• Route invoices and requests through approval workflows and document for audit and finance review.
• Track hardware, software, and supply orders; coordinate with vendors, Finance, and Procurement on quotes and orders.
• Maintain vendor records, contracts, dates, and key terms.
• Coordinate calendars, agendas, logistics, and follow-ups for Corporate IT meetings and vendor calls.
• Capture meeting notes, decisions, and actions; track outstanding items through completion.
• Prepare recurring IT spend, order status, approvals, and action-item reports for IT leadership.
• Maintain runbooks and shared files; document processes for repeatability and transferability.
• Identify opportunities to simplify or automate recurring administrative tasks.
• Collaborate with IT Engineering, Finance, Procurement, and Security; escalate with context and documentation.
• Provide daily availability and schedule overlap with US Pacific Time business hours.

Skills

IT Operations

Administrative Coordination

Executive Support

Procurement Ops

Finance Operations

Vendor Coordination

Tools

Procurement System

Finance Platform

IT Management Tool

CRM System

Job description

Discover your 100% YOU with MicroSourcing!

Position: IT Operations Coordinator

Location: Eastwood, Quezon City

Work setup & shift: Hybrid | Night Shift

Why join MicroSourcing

You’ll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time‑off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role

As a IT Operations Coordinator, you will:

• Coordinate the full lifecycle of virtual payment cards, including request intake, approval tracking, subscription assignment, card rotation, and cancellation.
• Maintain accurate records mapping active virtual cards to subscriptions, requesters, owners, approvers, and budget owners.
• Reconcile monthly card statements against expected charges and investigate or elevate discrepancies, unexpected charges, and inactive cards.
• Identify cards associated with cancelled or unused services and coordinate their closure with the appropriate stakeholders.
• Track IT invoices from receipt through approval and payment, following up on pending items and maintaining clear visibility of their status.
• Route invoices and requests through the appropriate approval workflows and maintain documentation required for audit and finance review.
• Track hardware, software, and supply orders throughout the procurement process, coordinating with vendors, Finance, and Procurement on quotes, documentation, and order status.
• Maintain accurate vendor records, including contact information, contract dates, and key terms.
• Coordinate calendars, agendas, logistics, and follow-ups for Corporate IT meetings, vendor calls, and cross-functional reviews.
• Capture meeting notes, decisions, and action items, and proactively track outstanding items through completion.
• Prepare recurring reports and summary materials covering IT spend, order status, approvals, and outstanding action items for IT leadership.
• Maintain team documentation, administrative process guides, runbooks, and organized shared files.
• Document owned processes to ensure they are repeatable, transferable, and easy for the team to follow.
• Identify opportunities to simplify or automate recurring administrative and operational processes.
• Collaborate with IT Engineering, Finance, Procurement, and Security teams, escalating issues with clear context and supporting documentation.
• Provide daily availability and schedule overlap with US Pacific Time business hours to support meetings, coordination, and same-day approvals.

What You Need

Non-negotiables

• Proven experience in IT operations coordination, administrative coordination, executive assistance, procurement, finance operations, or a similar detail-oriented role.
• Strong organizational and time-management skills, with the ability to manage multiple requests, approvals, invoices, orders, and follow-ups simultaneously.
• Exceptional attention to detail and accuracy when maintaining financial, vendor, procurement, and operational records.
• Strong written and verbal communication skills, with the ability to coordinate effectively with internal stakeholders, vendors, and cross-functional teams.
• Willingness and ability to work a night shift schedule with required daily overlap with US Pacific Time business hours.

Preferred Skills/expertise

• Experience working with IT, Finance, Procurement, or Security teams in a corporate environment.
• Familiarity with virtual payment cards, subscription management, invoice processing, procurement workflows, or vendor coordination.
• Experience using business, finance, procurement, CRM, or IT management platforms and maintaining accurate systems of record.
• Experience preparing operational reports, tracking action items, maintaining documentation, and supporting leadership.
• Demonstrated ability to identify process improvements and simplify or automate recurring administrative tasks.

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan; it's our commitment. Our way of life. Here, we doesn't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit MicroSourcing

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