"Upgrade Coordinator"

Are you highly organised, a great communicator, and passionate about helping people get the best from their technology?

We’re looking for a proactive Upgrade Coordinator to play a key role in delivering our University-wide Windows 11 upgrade project. You’ll be the friendly face and steady hand behind the scenes, making sure staff and labs across the University receive new, compatible laptops and desktops smoothly and on time.

This is an exciting opportunity to combine customer interaction, project coordination, and team support — all while contributing to a major change programme that impacts thousands of staff and students.

About the Role

Based at our Highfield Campus, with occasional visits to other campuses, you’ll be responsible for coordinating the replacement of older devices across the University. You’ll liaise directly with staff to schedule appointments, plan workloads for our team of technicians, and keep projects running to time, cost, and quality standards.

You’ll also help keep things on track by producing reports and updates for stakeholders, ensuring technicians have the equipment they need, and following up with customers to make sure everything is working as expected.

This role is perfect for someone who enjoys variety — balancing customer service, project coordination, and administrative tasks in a dynamic environment.

What you’ll do

• Contact customers to arrange laptop and desktop replacements, taking into account their needs and availability.
• Plan daily workloads for upgrade technicians, ensuring a steady flow of tasks.
• Produce clear, accurate reports and updates for stakeholders.
• Coordinate with asset management teams to ensure equipment is available when required.
• Maintain clear, friendly communication with customers, resolving any follow-up issues.
• Keep records accurate and up to date in ServiceNow.
• Contribute ideas for service improvements and better ways of working.

What you’ll bring

• Strong organisational skills and experience in an administrative or coordination role.
• Confidence using IT systems and standard software packages.
• The ability to work collaboratively with both technical teams and non-technical customers.
• A clear, approachable communication style and the ability to explain information simply.
• Experience producing reports and summarising data.
• A proactive, adaptable approach — you enjoy problem-solving and finding better ways of working.

Why join us?

The University of Southampton is a global top 100 university, delivering world-class research and education. Our IT service, iSolutions, plays a vital role in enabling this — supporting everything from hybrid teaching to specialist computing environments.

You’ll be joining a friendly, supportive team that’s passionate about delivering excellent service and always looking for ways to improve. We encourage curiosity, collaboration, and continual learning at every level.

We offer a healthy work-life balance, a defined benefit pension scheme, and a generous holiday allowance (20+ days), as well as enhanced parental leave and access to staff wellbeing support.

For more information on our benefits, please visit our Human Resources pages.

"As the manager of the team you’ll be working for, I’d like to personally encourage your application — no matter your gender identity, cultural background, or disability." Jake Dovey, Head of IT Support