IT Systems

The IT Systems & Vendor Coordinator is responsible for managing relationships with key technology vendors, coordinating technology purchases for all agencies, and administering essential software systems, including Adobe, Docusign, Applied Epic and other enterprise tools. This role ensures employees have the technology and support they need to work effectively. The ideal candidate is highly detail-oriented, organized, and comfortable working directly with staff across the company to address technology needs.

Key Responsibilities

Vendor & Technology Management

• Serve as the point of contact for our IT vendor.
• Monitor vendor performance, service levels, and contract compliance.
• Coordinate and track IT service requests escalated to external vendors.

Hardware Procurement & Inventory

• Manage ordering, provisioning, and distribution of computers and related equipment for agencies.
• Maintain a centralized inventory of laptops, peripherals, and software licenses.
• Coordinate shipping, setup, and returns when necessary.
• Ensure standardization of approved hardware across the organization.

Software Administration

• Administer company-wide tools such as:
• Adobe and Docusign licensing & user management
• Applied Epic user provisioning, permissions, and basic configuration
• HubSpot Service Hub permissions, routing, and configuration oversight
• Microsoft Teams VoIP admin
• Additional enterprise SaaS tools as needed
• Maintain documentation of system configurations and admin procedures.

Employee Support & Communication

• Work with employees to understand technology needs and route issues appropriately as necessary when IT vendor needs assistance.
• Communicate changes, updates, and best practices clearly and professionally.

Operational Coordination & Documentation

• Maintain accurate records of hardware, software licensing, vendor activity, and IT assets.
• Develop and improve processes for procurement, onboarding, and software administration.

Qualifications

Required

• 2–4 years of experience in IT coordination, vendor management, system administration, or a related operational role.
• Familiarity with common business platforms (Adobe, HubSpot, Applied Epic, Microsoft admin tools, etc.).
• Strong organizational and project management skills.
• Exceptional attention to detail with the ability to maintain accurate records.
• Excellent communication and interpersonal abilities.

Preferred

• Experience working with MSPs (managed service providers).
• Insurance agency operations familiarity (bonus for Applied Epic experience).
• Basic understanding of SaaS administration, permissions, and user lifecycle management.

Key Competencies

• Detail-oriented: Ensures accuracy in purchasing, licensing, and record-keeping.
• Customer-service minded: Works well with employees across all levels.
• Process-driven: Creates structure and consistency in repeatable IT workflows.
• Problem-solving: Able to triage requests and escalate to the right technical resources.
• Dependable & proactive: Anticipates needs, manages deadlines, and follows through consistently.

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