IT Systems Implementation Coordinator / Desktop Support & Vendor Liaison - Contract to Hire

Job Posting: IT Systems Implementation Coordinator / Desktop Support & Vendor Liaison Key Details Company: Rose Law Firm / Sentric Role Title: IT Systems Implementation Coordinator / Desktop Support & Vendor Liaison Location: Fully remote; candidates based in Pakistan or India are encouraged to apply Engagement Type: Independent contractor Platform: Upwork hourly contract Expected Hours: Approximately 20 hours per week, with potential for long-term engagement Compensation: $6/hour, depending on experience and demonstrated fit Recommended Starting Rate: $6/hour, with potential increase to $7/hour on January 1 based on performance Mandatory Sync Hours: Must be available for meaningful overlap during 7:00 AM–2:00 PM Pacific Time, as scheduled Schedule Flexibility: Some work may be completed outside sync hours, but responsiveness during agreed Pacific Time windows is required Communication Tools: Zoom, Zoom Chat, ClickUp, Microsoft 365 Core Systems: Windows 11 Pro, Microsoft 365, Microsoft Entra, Intune, Windows Autopilot, OneDrive, SharePoint, NetDocuments, ClickUp, Zoom, Dell business PCs, Surface laptops, browser-based SaaS tools Time Tracking: Upwork hourly time tracking required, including work diary, periodic screenshots, activity tracking, and accurate time logging Position Overview Rose Law Firm is looking for a sharp, organized, and highly communicative IT Systems Implementation Coordinator to help us improve and standardize our firmwide technology environment. This is not a traditional helpdesk-only role. We already work with an outside IT vendor. The person we hire will help coordinate between firm leadership, internal team members, and our existing IT support resources to make sure that technology projects are implemented carefully, documented properly, and followed through to completion. The initial focus will be helping us evaluate, coordinate, and implement a standardized device-management and workstation setup model for Rose Law Firm and Sentric. This includes supporting the rollout of a new Dell desktop workstation for the firm owner and helping move the firm toward a repeatable process for configuring future laptops and desktops. The right candidate must have both technical competence and strong interpersonal judgment. This person will need to navigate a real professional environment involving firm leadership, administrative leaders, internal support personnel, and an outside IT vendor. The candidate must be able to follow up firmly but respectfully, ask precise technical questions, document issues clearly, and help push projects forward without creating unnecessary friction. Core Mission The mission of this role is to help Rose Law Firm and Sentric move from ad hoc computer setup to a more standardized, secure, and well-documented IT operating model. The successful candidate will help us: •Coordinate implementation of firm technology standards;

• Work with our outside IT vendor to clarify requirements and track progress;
• Document device setup procedures;
• Support Windows desktop and laptop configuration;
• Help evaluate Microsoft Intune and Windows Autopilot implementation;
• Improve consistency across firm-owned devices;
• Reduce local-only file storage risks;
• Ensure that firm software and SaaS tools are properly configured;
• Create checklists, SOPs, and technical documentation;
• Help leadership understand what has been done, what remains open, and where decisions are needed.

Initial Project The first major project will involve helping coordinate the setup of a new primary desktop workstation for the firm owner. The expected workstation environment includes:

• Dell Pro Micro Plus Desktop;
• Windows 11 Pro;
• three external monitors;
• hardwired Ethernet;
• Wi-Fi and phone hotspot backup;
• Bluetooth peripherals;
• Microsoft 365 Apps;
• Outlook;
• OneDrive for Business;
• SharePoint;
• NetDocuments / ndOffice;
• ClickUp;
• Zoom and Zoom Chat;
• approved browser profiles;
• approved SaaS bookmarks;
• PDF software;
• endpoint security;
• device encryption;
• password/credential management;
• remote support tooling;
• clear file-location rules so important firm/client data does not live only on the local device.

The candidate will not be expected to independently configure everything without oversight. Instead, the candidate will help turn requirements into practical checklists, coordinate with the existing IT vendor, document implementation steps, verify completion, and identify gaps. Longer-Term Objective After the initial desktop setup, the role may expand into helping us standardize IT processes across the firm. Potential longer-term projects include:

• Supporting implementation of Windows Autopilot and Microsoft Intune;
• Helping define standard device profiles for attorneys, executives, administrative leaders, finance, marketing, and support staff;
• Creating standard hardware specifications for future Dell and Surface purchases;
• Maintaining device inventory, service tags, warranty dates, and support coverage;
• Creating onboarding and offboarding checklists;
• Documenting standard software installation procedures;
• Helping audit local file storage risks;
• Creating standard OneDrive, SharePoint, NetDocuments, ClickUp, and Zoom configuration expectations;
• Helping coordinate future computer purchases and deployments;
• Supporting firmwide endpoint security standardization;
• Coordinating recurring follow-up with the outside IT vendor;
• Preparing concise written updates for firm leadership.

Key Responsibilities

Vendor Coordination and Project Follow-Through

• Coordinate with the firm’s outside IT vendor regarding device setup, Microsoft 365, Intune, Autopilot, endpoint security, and related implementation issues.
• Translate business requirements into practical technical questions and action items.
• Track open issues in ClickUp.
• Follow up respectfully but persistently.
• Identify when vendor responses are incomplete or unclear.
• Escalate unresolved issues to firm leadership with a concise summary.
• Help prevent technology projects from stalling due to ambiguity, unclear ownership, or lack of documentation.

Windows Desktop and Laptop Support

• Assist with Windows 11 Pro desktop and laptop configuration.
• Help create device setup checklists.
• Verify software installation and configuration.
• Support multi-monitor workstation setup documentation.
• Help test Ethernet, Wi-Fi, Bluetooth, hotspot backup, webcam, microphone, speakers, keyboard, mouse, and printer/scanner workflows.
• Help confirm that device settings are stable after restart, sleep/wake, and normal use.

Microsoft 365 / Intune / Autopilot Support

• Help evaluate and document Microsoft Intune and Windows Autopilot requirements.
• Coordinate with the IT vendor to determine whether Autopilot is already in place.
• Help document device enrollment workflows.
• Help define proposed Group Tags / G-Tags and device naming conventions.
• Help track whether devices are enrolled, encrypted, protected, and compliant.
• Help document what can be automated through Intune versus what requires manual configuration.
• Help support a future standardized endpoint deployment model.

SaaS and Cloud Configuration

• Help document access and configuration expectations for core systems, including:

o Microsoft 365; o Outlook; o OneDrive; o SharePoint; o NetDocuments; o ClickUp; o Zoom; o Zoom Chat; o Bill4Time; o QuickBooks Online; o HubSpot; o Apollo, where applicable; o approved legal research tools; o approved AI tools.

• Help ensure that the correct systems are treated as the source of truth:

o NetDocuments for client documents and legal work product; o OneDrive for personal business working files; o SharePoint for shared firm and operational files; o ClickUp for tasks, assignments, workflows, and project tracking; o Microsoft 365 / Outlook for email, calendar, and contacts. Documentation and SOP Creation

• Create clear technical checklists.
• Create device setup SOPs.
• Create issue trackers and implementation matrices.
• Document standard application lists by role.
• Document hardware standards.
• Document warranty and service-tag information.
• Document open questions for the IT vendor.
• Prepare concise leadership updates.
• Convert technical discussions into practical next steps.

Internal Stakeholder Coordination This role will require interaction with multiple internal stakeholders, including firm leadership, administrative leadership, and internal support personnel. The candidate must be able to work professionally with different personalities, priorities, and communication styles. This includes understanding when to push for follow-through, when to ask clarifying questions, when to escalate, and when to slow down to avoid creating confusion or resistance.

Required Qualifications

• Experience with Windows desktop and laptop support.
• Familiarity with Windows 11 Pro.
• Familiarity with Microsoft 365, Outlook, OneDrive, and SharePoint.
• Basic understanding of Microsoft Entra ID, Intune, device enrollment, or endpoint management.
• Ability to understand and document technical workflows.
• Strong written English.
• Strong interpersonal and coordination skills.
• Ability to communicate respectfully with outside vendors and internal stakeholders.
• Strong attention to detail.
• Ability to create checklists, SOPs, and clear implementation notes.
• Ability to work independently while staying within role boundaries.
• Comfortable using ClickUp or similar project-management tools.
• Comfortable with Zoom meetings and Zoom Chat.
• Reliable availability during agreed Pacific Time windows.
• Comfortable using Upwork hourly time tracking.

Preferred Qualifications

• Experience with Windows Autopilot.
• Experience with Microsoft Intune.
• Experience with Microsoft Entra ID.
• Experience with BitLocker, Microsoft Defender, Windows security baselines, and endpoint compliance policies.
• Experience supporting law firms, accounting firms, consulting firms, or other professional services organizations.
• Experience working with external managed service providers or IT vendors.
• Experience with Dell business desktops and Microsoft Surface laptops.
• Experience with multi-monitor workstation setups.
• Experience with NetDocuments or another document management system.
• Experience with ClickUp.
• Experience documenting IT processes for non-technical business users.
• Experience supporting remote teams.

Interpersonal Requirements Technical skill alone is not enough for this role. The successful candidate must be able to:

• Communicate diplomatically;
• Ask precise questions without sounding confrontational;
• Push for answers without creating unnecessary tension;
• Work with an outside IT vendor constructively;
• Help internal leaders understand technical options;
• Identify gaps without blaming people;
• Escalate risks clearly and professionally;
• Stay organized when multiple people are involved;
• Maintain calm, professional communication under ambiguity;
• Earn trust through accuracy, reliability, and follow-through.

This person must be comfortable operating in a real business environment where technology, vendor management, internal priorities, and organizational dynamics intersect. Work Structure and Expectations This is a part-time remote contractor role of approximately 20 hours per week. The candidate must be available for scheduled meetings and coordination during 7:00 AM–2:00 PM Pacific Time. Some tasks may be completed outside those hours, but responsiveness during agreed sync windows is required. Work will be managed through ClickUp. The candidate will be expected to maintain accurate task updates, document blockers, and provide concise written status reports. Upwork hourly tracking is required. Work diary entries, periodic screenshots, activity tracking, and accurate time logging are mandatory. Communication Standards The candidate should communicate in a clear, concise, and professional manner. Expected communication practices include:

• Written status updates;
• clear identification of open issues;
• concise summaries after vendor meetings;
• documented action items;
• owner and deadline tracking;
• escalation when blocked;
• no vague “done” updates without verification;
• no silent delays;
• no unsupported technical assumptions.

Confidentiality and Security This role may involve exposure to confidential firm information, internal business information, technology systems, and potentially client-related environments. The candidate must agree that they will not:

• disclose firm or client information;
• retain copies of firm or client materials;
• share credentials;
• store firm information in unauthorized systems;
• publish or discuss firm information externally;
• make unauthorized changes to firm systems;
• access systems beyond the scope approved by the firm;
• use firm information for personal purposes.

All work product created for the firm belongs to Rose Law Firm or its affiliated business, as applicable. AI Usage Expectations The firm uses AI tools, but AI use must be careful, confidential, and verified. The candidate may use AI tools to assist with drafting checklists, SOPs, issue summaries, or technical explanations only if permitted and only in a way that complies with firm confidentiality rules. The candidate may not place confidential firm, client, vendor, credential, or system information into unauthorized AI tools. All AI-assisted work must be reviewed and verified before being relied upon. Role Boundaries This is not a senior system administrator role. The candidate will not independently control the firm’s Microsoft tenant, endpoint-management policies, security architecture, credentials, or vendor relationship. The candidate’s role is to:

• coordinate;
• document;
• follow up;
• test;
• verify;
• escalate;
• help standardize;
• support implementation under authorized direction.

The candidate must escalate issues involving:

• tenant-level Microsoft changes;
• security policies;
• endpoint-management policies;
• administrator permissions;
• user account permissions;
• password resets;
• billing or purchasing decisions;
• legal or compliance issues;
• vendor contract issues;
• confidential client data concerns.

What We Are Not Looking For We are not looking for someone who:

• only wants to do basic helpdesk tickets;
• lacks communication judgment;
• is technically arrogant or dismissive;
• creates friction with vendors or internal stakeholders;
• makes unauthorized changes;
• gives vague advice without documentation;
• says “done” without testing;
• cannot write clearly;
• cannot work in a structured task-management system;
• needs constant supervision;
• ignores security risks;
• overstates their technical abilities;
• wants to redesign the entire environment before understanding it.

Candidate Fit This role is a strong fit for someone who enjoys the intersection of:

• IT support;
• Microsoft 365;
• Windows device management;
• vendor coordination;
• documentation;
• project follow-through;
• process improvement;
• remote professional-services operations;
• helping non-technical leaders get technology implemented properly.

The best candidate will be technically competent, highly organized, mature in communication, and comfortable working behind the scenes to make sure complex implementation work actually gets done. Rose Law Firm Core Values The candidate should be able to work in a manner consistent with Rose Law Firm’s core values: Integrity Handle confidential information, credentials, systems, and vendor communications responsibly. Excellence Document carefully, verify completion, and avoid sloppy implementation. Coachability Accept feedback, learn our systems, and improve over time. Ownership Track open issues, follow up, and help move projects to completion. Teamwork Work constructively with leadership, internal team members, and outside vendors. About Rose Law Firm Rose Law Firm is a fully remote, business-oriented law firm serving sophisticated business clients. The firm uses a distributed team model and relies heavily on cloud-based systems, structured workflows, Microsoft 365, document management, project management, and secure remote collaboration. The firm is continuing to build scalable internal systems and is looking for team members who can help create professional, repeatable infrastructure rather than ad hoc fixes. Long-Term Opportunity This role may grow over time for the right candidate. Possible growth areas include:

• broader IT implementation coordination;
• endpoint setup standardization;
• device inventory management;
• onboarding/offboarding process support;
• SaaS access documentation;
• vendor coordination;
• recurring IT audits;
• internal technology training documentation;
• support for Rose Law Firm and Sentric technology initiatives.

Performance-based advancement may be available for a candidate who demonstrates reliability, judgment, communication skill, technical competence, and careful execution. Application Requirements To apply, please provide: 1. A brief summary of your Windows desktop/laptop support experience. 2. Your experience with Microsoft 365, OneDrive, SharePoint, and Outlook. 3. Your experience, if any, with Microsoft Intune, Entra ID, or Windows Autopilot. 4. Your experience coordinating with outside IT vendors or managed service providers. 5. An example of a technical process you documented or helped standardize. 6. Your availability during 7:00 AM–2:00 PM Pacific Time. 7. Confirmation that you are comfortable working through Upwork hourly tracking. 8. Confirmation that you can work approximately 20 hours per week. 9. Your expected hourly rate. 10. Your internet reliability and backup internet plan. Required Screening Exercise Please respond to the following scenario: A law firm is buying a new Dell Windows 11 Pro desktop for the firm owner. The firm wants to use this purchase as the starting point for standardizing device setup across the firm. The outside IT vendor may or may not already have Microsoft Intune and Windows Autopilot configured. Please provide: 1. The first 10 questions you would ask the outside IT vendor. 2. A short checklist for setting up the new desktop. 3. A short explanation of how you would communicate with the vendor if they are slow to respond or give incomplete answers. 4. A brief description of what should be documented so the firm can repeat the process for future computers. Your answer should be practical, organized, and specific. IT Systems Implementation Coordinator / Vendor Liaison Recommended skills: 1. Microsoft Intune 2. Microsoft Entra ID 3. Windows Autopilot 4. Microsoft 365 5. Windows Administration 6. IT Asset Management 7. Endpoint Security 8. Technical Documentation 9. IT Project Management 10. Business Process Documentation 11. SaaS 12. Helpdesk 13. Vendor Management 14. ClickUp