Specialist, IS Operations

Columbus McKinnon EMEA; Charlotte (NC); On-site; USD 31,000 - 38,000; Full time

Job summary

Columbus McKinnon is seeking an IS Operations Specialist to support the Information Services organization by managing invoice processing and coding, coordinating purchasing activities, and maintaining contract and vendor records. The role also assists with budget tracking, reporting, and IT request triage with basic end-user support.

Responsibilities include end-to-end invoice processing, routing for approvals, reconciling discrepancies, managing software/hardware asset records, and supporting

Qualifications

• 2+ years of experience in operations, invoice processing, procurement, or contract administration.
• Strong attention to detail and ability to manage multiple priorities.
• Proficiency with Microsoft Excel, Teams, and SharePoint.
• Experience working in an IT organization preferred.
• Familiarity with IT vendors, SaaS subscriptions, and ticketing systems preferred.

Responsibilities

• Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects.
• Route invoices for approval and track through submission and payment.
• Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation.
• Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions.
• Track orders, deliveries, and receiving confirmations.
• Assist with renewals, true-ups, and subscription adjustments.
• Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates).
• Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory.
• Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners.
• Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment.
• Maintain centralized repository of IS contracts, SOWs, and amendments.
• Track contract expirations, renewal windows, and notice periods.
• Proactively notify IS owners of upcoming renewals.
• Support contract routing and execution with Legal and Procurement.
• Assist with monthly budget tracking and variance analysis, while maintaining budget documentation.
• Support project spend tracking and accruals.
• Prepare spend summaries for IS leadership.
• Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope.

Skills

Invoice processing

Procurement

Budget tracking

Vendor management

IT support

Tools

Microsoft Excel

Microsoft Teams

SharePoint

Job description

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The IS Operations Specialist supports the Information Services organization by managing invoice processing and coding, coordinating purchasing activities, maintaining contract and vendor records, assisting with budget tracking and reporting, and providing initial IT request triage and basic end-user support.

Essential Duties and Responsibilities

• Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects.
• Route invoices for approval and track through submission and payment.
• Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation.
• Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions.
• Track orders, deliveries, and receiving confirmations.
• Assist with renewals, true-ups, and subscription adjustments.
• Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates).
• Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory.
• Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners.
• Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment.
• Maintain centralized repository of IS contracts, SOWs, and amendments.
• Track contract expirations, renewal windows, and notice periods.
• Proactively notify IS owners of upcoming renewals.
• Support contract routing and execution with Legal and Procurement.
• Assist with monthly budget tracking and variance analysis, while maintaining budget documentation.
• Support project spend tracking and accruals.
• Prepare spend summaries for IS leadership.
• Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope.
• Perform by other duties as assigned.

Knowledge, Skills, Competencies, and Abilities

• Demonstrates strong organizational skills and consistent follow through to manage tasks, deadlines, and ongoing workflows effectively.
• Maintains a service oriented mindset, delivering responsive, solutions focused support to internal and external partners.
• Applies a process driven approach by following established procedures, identifying gaps, and supporting continuous improvement.
• Exercises professional discretion with financial information, ensuring confidentiality, accuracy, and appropriate handling of sensitive data.
• Communicates clearly in both written and verbal formats.

Required Qualifications

• 2+ years of experience in operations, invoice processing, procurement, or contract administration.
• Strong attention to detail and ability to manage multiple priorities.
• Proficiency with Microsoft Excel, Teams, and SharePoint.
• Experience working in an IT organization preferred.
• Familiarity with IT vendors, SaaS subscriptions, and ticketing systems preferred.

Compensation

$22.80 - $27.30 per hour

Pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements dependent on the position offered. Details of participation in incentive plans will be provided if an employee receives an offer of employment.

Columbus McKinnon is a leading worldwide designer, manufacturer and marketer of intelligent motion solutions that move the world forward and improve lives by efficiently and ergonomically moving, lifting, positioning and securing materials. Key products include hoists, crane components, precision conveyor systems, rigging tools, light rail workstations and digital power and motion control systems. We are focused on commercial and industrial applications that require the safety and quality provided by our superior design and engineering know-how. Columbus McKinnon is a publicly traded company that has been in business for almost 150 years – proud of our heritage, where we come from, and where we’re going. As Columbus McKinnon grows globally, so does our need for driven and inspired employees. Join our winning team!

Columbus McKinnon Corporation promotes a diverse and inclusive workforce and is an Equal Opportunity Employer that does not discriminate against employees or applicants for employment on the basis of race, color, national origin, ancestry, age, religion, sex, gender, gender identity, gender expression, sexual orientation, physical or mental disability, medical condition, genetic information, military or veteran status, marital status, or any other Federal or State legally-protected classes. We also value the safety of all associates and work hard to maintain a Drug Free Workplace.

@ 2024 Columbus McKinnon Corporation. All Rights Reserved.