Pretoria: IT Process Management Coordinator – Software & Hardware Assets

Minimum Requirements: Matric and relevant Certificate, Diploma, or Degree IT, Business Administration, Finance, Supply Chain, or related field ( Essential ) 24 years experience in coordination/admin roles, ideally in IT, finance, procurement, or asset management Experience with stakeholder coordination, task tracking, and basic project practices Exposure to asset registers, procurement/order workflows, or service management tools Training in IT asset management, software licensing, procurement, or Excel/reporting is a plus Key Responsibilities: 1. Project management support Support the definition, documentation, and continuous improvement of SAM/HAM processes across the asset lifecycle (request procure deploy maintain renew retire/dispose). Support the IT Commercial Manager with planning and delivery of SAM/HAM improvement initiatives and operational workstreams. Develop and maintain lightweight project artefacts, for example: scope statements and objectives, workplans and milestone schedules, RAID logs (Risks, Assumptions, Issues, Dependencies), stakeholder and communication plans, decision and change logs. Coordinate workshops/working sessions to define processes, gather requirements, and align stakeholders. Track deliverables and benefits realisation (e.g., improved data quality, reduced renewal risk, fewer audit findings, faster turnaround times). Provide regular workstream reporting (status, progress vs plan, key risks/issues, decisions needed). Support user acceptance testing (UAT) coordination and go-live readiness for tool or process changes (where applicable). Support compliance to internal policies and applicable financial/regulatory requirements (including audit readiness). 2. Commercial Administration: Quotes, Orders, and Vendor Coordination Request and compare quotes from approved suppliers in line with internal procurement procedures. Support purchase order processing (e.g., capturing requests, following up on approvals, coordinating delivery dates, confirming receipt). Liaise with vendors and internal teams to resolve order queries, delivery issues, and documentation gaps (e.g., invoices, PO references, proof of delivery). 3. Licensing and renewals support (SAM Operations) Respond to and coordinate resolution of software licensing queries (e.g., entitlement checks, user/device assignment, basic compliance checks). Support contract and license renewal cycles by: compiling renewal lists and timelines, coordinating inputs from stakeholders (usage, quantities, budget owners), tracking approvals and outcomes, ensuring documentation is filed and records updated. Assist with preparing supporting information for true-ups/audits (e.g., effective license position inputs, deployment/entitlement evidence as available). 4. Reporting & Stakeholder Communication Prepare regular reports/dashboards for the IT Commercial team (e.g., open actions, renewals due, order status, exceptions). Provide clear stakeholder communications on status, next steps, and required actions. Maintain organised repositories for contracts, quotes, renewal documentation, and asset-related supporting documents (in line with internal document management requirements). 5. Maintain process documentation and process improvement Create and maintain process documentation, SOPs, templates, and checklists (e.g., quote request template, renewal checklist, onboarding/offboarding asset steps). Identify operational pain points and improvement opportunities; propose practical enhancements to workflows, templates, and tool usage. Support implementation of agreed improvements (e.g., coordinating UAT, documenting new steps, updating trackers, change communications). 6. General Support to IT Commercial Team Assist with administrative tasks required for smooth daily operations (meeting coordination, action notes, follow-ups, maintaining shared trackers). Provide backup support for related IT asset/commercial activities during peak cycles.