IT Administrative Assistant

About avecSys

avecSys is a Bedford-based Managed IT Service provider and Microsoft Certified Partner with more than 27 years' experience keeping businesses across Bedfordshire, Hertfordshire, Buckinghamshire and London running securely and reliably. From our head office at Stephenson Court, we deliver IT support, managed and co-managed services, cyber security, cloud and backup, connectivity and IT consultancy to a growing portfolio of clients.

Our approach is built around our customers: practical advice without the jargon, a rapid response, and a genuine commitment to service. Behind that promise is a team of highly motivated, well-trained engineers and support staff – and a busy back office that keeps our licensing, hardware, ticketing and supplier relationships running smoothly.

As the business continues to grow, we are looking for an organised and detail-focused IT Administrative Assistant to support our technical team. This is an ideal part-time opportunity for someone who enjoys bringing order to busy operations, is comfortable around technology, and takes pride in accurate, well-kept records. You do not need to be a technician – but an interest in IT and a willingness to learn will help you thrive.

The Role

The IT Administrative Assistant provides day-to-day administrative support to our technology and operations teams. You will be the organisational backbone that helps our engineers focus on delivering great service, managing software licences, tracking hardware and inventory, helping to log and route support tickets, coordinating schedules, and keeping supplier invoices and records in good order.

Key Responsibilities

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• Track and maintain records of computer equipment, hardware and office technology inventory, including asset registers and warranty details.
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• Order and renew software licences and subscriptions, and source hardware parts and consumables from suppliers.
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• Help log, categorise and route IT help-desk tickets to the right engineers, and monitor progress so nothing slips through the cracks.
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• Schedule team meetings, engineer availability, client visits and technical training sessions.
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• Process technology vendor bills and invoices, checking, coding and passing them for approval, and liaising with suppliers on queries.
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• Maintain accurate digital files, documentation and records in line with company and data-protection standards.
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• Act as a first point of contact for administrative queries from staff, clients and vendors, communicating clearly and professionally.
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• Provide general administrative support to the operations team as required.
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Skills & Experience

We are looking for a well-organised, dependable person with strong administrative skills and a keen eye for detail. The following are important:

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• Confident with everyday computer tools, Microsoft Office (particularly Excel and Outlook), email and file management; comfortable working with databases or spreadsheets.
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• Comfortable handling technical terminology, digital files and IT-related paperwork with care and accuracy.
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• Clear, professional communication skills – able to liaise confidently with IT staff and external vendors, in writing and over the phone.
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• Excellent record-keeping and close attention to detail.
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• Strong organisational and time-management skills, with the ability to prioritise and juggle several tasks.
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• A proactive, reliable and helpful attitude, and the ability to work both independently and as part of a small team.
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Desirable (not essential):

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• Previous administrative or office-support experience, ideally within an IT, technical or managed-services environment.
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• Familiarity with ticketing/helpdesk systems, procurement or invoice-processing tools.
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• An interest in IT, technology or cyber security, and a willingness to develop your knowledge.
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What We Offer

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• A friendly, supportive team and a varied role at the heart of a well-established local business.
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• Part-time hours that fit around other commitments – 4 hours a day, Monday to Friday, with start and finish times agreed to suit.
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• On-the-job training and the opportunity to grow your skills in a technology-focused environment.
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• A modern office at our Bedford head office with free on-site parking.
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How to Apply

To apply, please send your CV and a short covering note explaining why you would be a great fit to jobs[at]avecsys. Please include “IT Administrative Assistant” in the subject line.

We review applications as they arrive and encourage early applications. avecSys is an equal-opportunities employer and welcomes applicants from all backgrounds.