Overview
IT Admin/Coordinator Jobs in Petaling, Selangor, Malaysia at Commerz Global Service Solutions
Title: IT Admin/Coordinator
Company: Commerz Global Service Solutions
Location: Petaling, Selangor, Malaysia
Role Description:
The IT Admin is responsible for overseeing and coordinating all IT‑related administrative activities within the Company. This includes IT asset and vendor management, contract administration, procurement coordination, and monitoring IT tasks and compliance with TRMG and Commerzbank IT policies. The role supports IT management in ensuring smooth operations and proper governance of IT services.
Key activities:
1. IT Administration & Coordination
- In charge of overall Company’s IT‑related administration activities.
- Coordinate and follow up on IT tasks and initiatives across all IT departments.
- Maintain and update IT administrative records, filing systems, and documentation.
- Prepare regular status reports (e.g. open issues, upcoming renewals, task completion) for IT management.
2. IT Asset Management
- Maintain an up‑to‑date inventory of all IT assets (hardware, software, licenses, accessories).
- Track asset lifecycle (procurement, assignment, transfer, return, disposal).
- Coordinate with relevant departments to ensure proper tagging, recording, and physical verification of assets.
- Support license management and ensure renewals are initiated in a timely manner.
3. Vendor & Contract Management
- Perform vendor management for IT‑related procurements in collaboration with Procurement.
- Conduct initial diligence checks on IT vendors (basic compliance, financial standing, references, etc.).
- Safekeep and maintain contracts signed with IT vendors, ensuring proper filing and accessibility.
- Monitor contract terms, service levels, and expiry dates; initiate renewal processes in advance.
- Follow up with suppliers on pending jobs, support cases, and maintenance works to ensure timely completion.
- Act as a point of contact between IT, vendors, and Procurement for day‑to‑day coordination.
4. IT Procurement Support
- Initiate the procurement process when an IT service or product is required by the Company.
- Prepare or support the preparation of purchase requests, specifications, and justifications.
- Coordinate with Procurement and Finance to ensure approvals are obtained and purchases are processed according to company policies.
- Track delivery, acceptance, and payment status for IT purchases.
5. Task Monitoring & Compliance
- Monitor scheduled tasks to ensure they are executed by all IT departments in line with TRMG and Commerzbank IT policies.
- Maintain a calendar of recurring IT tasks (e.g. backups, reviews, audits, patch cycles) and follow up on completion.
- Support documentation and evidence collection for internal/external audits and regulatory reviews.
- Assist in ensuring adherence to internal IT procedures, guidelines, and governance requirements.
6. Administrative & General Support
- Assist in all IT administrative work as assigned by your superior.
- Support the preparation of IT‑related reports, presentations, and documentation for management and regulators.
- Coordinate meetings, workshops, and calls with IT teams, vendors, and stakeholders; prepare agendas and minutes when required.
- Help maintain and improve standard operating procedures (SOPs) for IT administration.
Specialist knowledge (work experience, further qualification):
- Good understanding of basic IT concepts (hardware, software, infrastructure) and administrative processes.
- Strong organizational and coordination skills with attention to detail.
- Ability to track multiple tasks, deadlines, and stakeholders concurrently.
- Good English communication skills, able to liaise with IT teams, vendors, and other departments.
- Proficient in MS Office (Excel for tracking, Word, PowerPoint) and comfortable with using ticketing or tracking systems.
- Strong sense of responsibility, integrity, and confidentiality when handling contracts and vendor information.
