IT Operations, Onboarding Coordinator

This is a fully remote position, open to applicants in Washington.

📋 Description

• Supervise the comprehensive onboarding process and provide administrative support for external vendors.

• Oversee vendor onboarding from the initial intake and documentation stage through account setup, equipment delivery, and transition to the relevant technical team.

• Manage Secure Admin Workstations (SAWs), which includes coordinating requests, setting up, tracking shipments, handling returns, replacements, and ongoing lifecycle management.

• Organize the ordering, provisioning, shipping, and returning of smartcards, card readers, security keys, and other necessary access devices.

• Submit, track, and follow up on external workforce records, background checks, mandatory training, purchase orders, organizational identifiers, and system access requests.

• Monitor and keep vendor compliance records up to date, including GOVID and SSPA statuses, and follow up on any outstanding requirements and overdue attestations.

• Provide basic technical assistance for SAW onboarding, computer setup, and access-related issues; escalate more complex problems to support teams as needed.

• Manage onboarding and SAW work queues, including status updates, aging requests, backlogs, dependencies, and escalations.

• Coordinate account reinstatements, onboarding holds, expired screenings, and re-onboarding efforts in collaboration with HR and support teams.

• Maintain and revise onboarding procedures and documentation as required.

• Collaborate with vendors, managers, engineering teams, procurement, mailrooms, and support organizations across U.S., EMEA, and APAC time zones.

• Ensure accurate and confidential records for onboarding, screening, equipment, access, and compliance are maintained.

• Communicate outstanding actions, deadlines, and compliance gaps to both vendors and internal stakeholders.

⛳️ Requirements

• Bachelor's degree in Business Administration, Operations, Human Resources, Supply Chain, Information Systems, or a related discipline; equivalent relevant professional experience may also be accepted.

• Over 3 years of experience in IT administration, vendor onboarding, administrative operations, workforce coordination, procurement support, IT asset logistics, or similar roles.

• More than 3 years of experience with computer or workstation administration, ideally involving Secure Admin Workstations (SAWs) or similar enterprise-managed devices.

• Proficient in managing high-volume, multi-step workflows utilizing ticketing systems, work-management platforms, or other tracking tools.

• Proven skills in project coordination and workflow management, including prioritization, status tracking, follow-up, escalation, and backlog management.

• Strong organizational, documentation, time-management, and stakeholder communication skills are essential.

• Capability to handle sensitive personnel information, background screening records, account details, and access-related documentation with confidentiality.

• Exceptional attention to detail with the ability to manage multiple requests, competing priorities, and time-sensitive onboarding tasks.

• Capacity to work independently in a remote setting and coordinate effectively with stakeholders across various time zones.

• Excellent written and verbal communication skills, with the ability to ensure stakeholders are accountable for outstanding actions and compliance requirements.

• Preferred: Experience with administering Secure Admin Workstations (SAWs), enterprise-managed computers, or other security-controlled endpoint environments.

• Preferred: Knowledge of enterprise account provisioning, identity and access management, and secure device setup processes.

• Preferred: Experience managing secure-device logistics, including smartcards, card readers, hardware security keys, equipment returns, and replacements.

• Preferred: Understanding of international shipping, customs documentation, and cross-border equipment logistics.

• Preferred: Experience supporting compliance-driven onboarding, background checks, security training, recurring attestations, or workforce access reviews.

• Preferred: Familiarity with vendor compliance tracking, including GOVID, SSPA, or similar enterprise compliance processes.

• Preferred: Experience in coordinating with procurement, HR, engineering, IT support, mailrooms, external vendors, and other cross-functional stakeholders.

• Preferred: Experience in maintaining standard operating procedures (SOPs), onboarding documentation, process guides, and operational reports.

• Preferred: Experience in providing first-level technical troubleshooting for workstation setup, device configuration, and access-related issues.

🏝️ Benefits

• Medical, dental, and vision coverage

• Flexible Spending Account (FSA)

• 401(k) retirement plan

• Competitive paid time off

• Parental leave

• Professional growth and development opportunities