We are seeking a detail-oriented and proactive Contract Administrative Assistant to support our IT leadership team. In this role, you will manage day-to-day administrative tasks related to procurement, vendor coordination, asset tracking, mobility services, documentation, and financial administration for a modern, cloud-based, security-focused IT environment.
Responsibilities:
- Compose, edit, and format departmental correspondence, reports, and documentation.
- Attend meetings, take clear action notes, and track follow-ups to ensure completion.
- Maintain efficient, secure paper and electronic filing systems for quick retrieval.
- Communicate with vendors and field support to obtain quotes, coordinate deliveries, ensure order accuracy, process tax exemptions, and manage Return Merchandise Authorizations (RMAs).
- Create and route purchase requisitions and purchase orders in line with the Corporate Authority Matrix; track receipt of goods and services.
- Coordinate vendor vetting procedures and act as liaison with the MODEC Compliance team.
- Maintain master contact and contract details for global IT vendors; ensuring records are current.
- Administer cell phone services: issue devices, select carriers/plans/features, review monthly invoices, identify cost-reduction opportunities, and provide monthly reporting to department leaders.
- Reconcile lease schedules to original orders, coordinate end-of-lease activities, support asset tracking, and ensure invoices align with planned charges.
- Assist with equipment exportation: identify freight forwarders, draft/review export documentation, and communicate with global logistics personnel.
- Enter and validate data in spreadsheets/systems to track POs, inventory, and financials; build simple reports as needed.
- Track hardware maintenance and software licensing, including maintenance costs and master license records.
- Work closely with AP and Accounting to code and process IT invoices, expense reports, and refunds; ensure business units are informed of allocations.
- Provide suggestions for software enhancements; perform User Acceptance Testing (UAT) and provide feedback prior to production releases.
- Plan and coordinate onsite and offsite meetings, conferences, and events.
- Schedule and maintain calendars, travel itineraries, and related arrangements.
- Screen calls, resolve routine inquiries, and handle confidential or sensitive information with discretion.
Qualifications:
- High school diploma or equivalent; additional specialized coursework or an Associate’s degree in a related field preferred.
- 5+ years of administrative experience supporting IT or technical teams, including procurement and vendor coordination.
- Professional demeanor with strong written and verbal communication, as well as excellent organization and problem-solving skills.
- Proficient with Microsoft 365 (Outlook, Word, Excel, Teams, PowerPoint, SharePoint) and comfortable learning department-specific tools.
- Experience with ERP, procurement, asset management, or ticketing systems (e.g., ServiceNow) preferred.
- Able to manage multiple priorities, work effectively with interruptions, and meet deadlines with high accuracy.
- Strong interpersonal skills for collaborating with cross-functional and external partners.
- Demonstrated ability to handle confidential or sensitive information.
- Bilingual proficiency in English and Japanese is strongly preferred, with effective communication skills in both written and verbal formats.
MODEC America, Inc. is an Equal Opportunity Employer.
