Assistant Manager, IT Projects& Operations

Job Description

Job Description

Job Summary:

The Assistant Manager, IT Projects & Operations supports the planning, coordination, and execution of Information Technology operational initiatives and projects. This position oversees IT operational processes, procurement, budgeting, vendor coordination, and technology asset management while ensuring compliance with organizational policies, procedures, and operational standards.

The role coordinates IT projects and operational initiatives from planning through implementation, including project tracking, stakeholder communication, operational reporting, and process improvement activities. The Assistant Manager collaborates with internal departments, vendors, consultants, and leadership to support efficient service delivery, operational continuity, and secure, reliable technology operations across the organization.

Essential Functions:

IT Project Coordination & Operational Support (35%)

• Coordinate IT projects and operational initiatives from planning through implementation, including scheduling, tracking milestones, monitoring deliverables, and maintaining project documentation.
• Collaborate with internal departments, vendors, consultants, and stakeholders to support the successful execution of IT projects and operational improvements.
• Prepare and maintain project status reports, timelines, meeting notes, and operational metrics.
• Assist IT leadership with project budgeting, procurement coordination, vendor communications, and resource tracking.
• Monitor project risks, issues, and action items and escalate concerns as appropriate.
• Support technology deployments, system upgrades, operational improvement initiatives, and process optimization efforts.
• Participate in planning meetings and provide regular updates regarding project status and operational performance.
• Assist with change management activities, communication planning, and end-user coordination related to IT initiatives.

Financial Management, Procurement, and Auditing (30%)

• Assist with departmental budget preparation and monitor expenditures to ensure compliance with approved budgets and organizational policies.
• Prepare financial, operational, and procurement-related reports and collaborate with Accounting, Purchasing, and Risk Management personnel to resolve discrepancies or issues.
• Oversee vendor setup and maintenance, including vendor records, insurance documentation, contract compliance, and related procurement requirements.
• Coordinate procurement activities for IT supplies, equipment, software, and services; track orders and ensure timely delivery and communication with requestors.
• Review packing lists and verify receipt of equipment and supplies against purchase requisitions and invoices.
• Validate invoices for goods and services in coordination with IT functional area requestors prior to approval for payment.
• Process and code invoices for software, telecommunications, professional services, supplies, and equipment.
• Partner with Accounts Payable to resolve invoice discrepancies and ensure timely processing of payments and credit memos.
• Reconcile and code departmental purchasing card transactions monthly.
• Ensure procurement and operational activities comply with organizational policies, procedures, and applicable regulations.

Asset Management & Logistics (20%)

• Manage the lifecycle of IT assets and inventory, including procurement, tagging, tracking, reconciliation, decommissioning/disposal, and Return Material Authorizations (RMAs)
• Utilize asset management tools and systems to monitor, analyze, and maintain accurate asset records and inventory reporting.
• Coordinate asset audits, reconciliation activities, and disposal processes to ensure compliance with organizational standards and retention requirements.
• Organize and maintain IT inventory and supply rooms, including retrieval and distribution of equipment and supplies.
• Monitor inventory levels and coordinate replenishment of IT supplies and equipment.

Administrative & Departmental Support (10%)

• Participate in IT incident response planning, emergency coordination, and system recovery activities.
• Serve as liaison between IT and other departments to coordinate assignments, projects, and operational initiatives.
• Draft, edit, and prepare correspondence, reports, contracts, agreements, and other departmental documentation.
• Organize meetings, conferences, and operational reviews; prepare agendas, record minutes, and maintain official records.
• Maintain departmental calendars, coordinate scheduling, and arrange travel as needed.
• Acquire, compile, and analyze data for operational reporting, special studies, audits, and departmental initiatives.
• Research operational issues and recommend process improvements and corrective actions.
• Maintain records in compliance with organizational retention schedules and records management requirements.
• Perform other related duties as assigned.
• During emergency conditions, all Canaveral Port Authority employees are considered essential employees and may be subject to recall. Employees may be required to perform emergency and recovery operations outside of their normal assigned responsibilities and routine working hours.

Minimum Qualifications:

Education & Experience

• Bachelor’s degree in Business Administration, Information Systems, Accounting, Project Management, or a related field preferred.
• Associate’s degree or an equivalent combination of education and at least five (5) years of progressively responsible experience in IT operations, procurement, project coordination, asset management, financial administration, or operational support may substitute.
• Experience coordinating technology projects, vendor relationships, operational initiatives, or IT asset management activities preferred.

Key Skills & Competencies

• Knowledge of IT operations, budgeting, procurement, inventory management, and operational processes.
• Experience coordinating IT projects and supporting project lifecycle activities from planning through implementation.
• Ability to develop, document, and improve operational workflows and standard operating procedures (SOPs).
• Strong cross-functional coordination, stakeholder engagement, and compliance oversight skills.
• Experience managing vendor relationships, procurement activities, and service coordination.
• Strong analytical, problem-solving, decision-making, and operational reporting abilities.
• Excellent written, verbal, presentation, and customer service communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams), Adobe Acrobat, ERP/accounting systems, and project tracking tools (Project, Planner, Monday.com).
• Ability to manage confidential and sensitive information with professionalism and discretion.
• Ability to manage multiple priorities, coordinate competing deadlines, and adapt in a fast-paced operational environment.
• Experience supporting IT incident response, operational continuity, or business recovery planning preferred.

Licenses / Certification Required:

• Florida Driver’s License or the ability to obtain one within 30 days.
• Ability to obtain a Transportation Worker Identification Credential (TWIC)

Physical Requirement:

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light to moderate weight (5-30 pounds).

Environmental Requirements:

Work is performed in usual office conditions and occasionally in a warehouse with rare exposure to disagreeable environmental factors.