IT Fulfilment Coordinator

About the job
The Fulfilment Coordinator ensures that all IT hardware, software, and service requests move smoothly from requisition through delivery, installation, and financial close-out. By orchestrating purchase orders, vendor logistics, asset records, and internal approvals, the role underpins inventory accuracy, cost-effective sourcing, and a positive “customer” experience for end users across the organization.

Key Accountabilities:

Coordinate End-to-End Fulfilment of IT hardware, software, and services, ensuring smooth processes from requisition to delivery, installation, and financial close-out.
Review and Validate Requests for completeness, accurate coding, and clarity, setting delivery expectations and service levels.
Procure-to-Pay Oversight, including creating and tracking purchase orders, engaging with vendors, and managing lead times or alternative solutions.
Oversee Logistics & Deployment, including shipping, receiving, imaging, installations, and coordination with vendors and technicians.
Maintain Inventory Accuracy, reconciling system records with physical counts, supporting redeployments and secure disposals.
Ensure Financial Close-Out, matching invoices to POs, preparing monthly chargebacks, and assisting with accruals and budget tracking.
Monitor and Improve Fulfilment KPIs, recommend process/tooling enhancements, and document standard operating procedures.
Support Project Delivery, contributing to planning, budgeting, resource tracking, reporting, and maintaining project documentation.
Report Project Performance, preparing weekly status and milestone reports, schedule variance analysis, and leadership dashboards.
Assist with Portfolio and Resource Management, including intake cycle, capacity planning, and time reporting compliance.
Engage Stakeholders, support PMs in vendor coordination, and consolidate project status for executive-level portfolio reviews.
Champion Change and Improvement, support organizational change management, challenge the status quo, and help with training and communications.

Education, Experience, and Qualifications:

3–5 years of experience in enterprise IT or project environments, with 2+ years in IT asset management, procurement, or logistics; ideally in nonprofit or multi-site settings.
Proficient with ERP/ITSM platforms (e.g., ServiceNow), advanced Excel (pivot tables, VLOOKUP/XLOOKUP), and understanding of general ledger coding and chargebacks.
Experience managing project financials, including budgets, forecasts, and financial tracking across multiple initiatives.
Strong grasp of the fulfilment lifecycle, including scheduling, documentation, central repository management, and tracking deliverables.
Detail-oriented and analytical, with a strong ability to maintain data accuracy, detect inconsistencies, and enforce compliance.
Effective communicator, skilled in vendor negotiations, stakeholder engagement, and promoting realistic timelines.
Problem-solver with a customer focus, balancing cost efficiency with timely service delivery.
Thrives in dynamic settings, demonstrating adaptability, multitasking, and independent prioritization of complex tasks.

Compensation:

The target hiring range for this position is $55,693.49 to $69,616.86 with a maximum of $83,540.23.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.