Procurement Coordinator

Procurement Coordinator

We are looking for a detail-oriented and results-driven Procurement Coordinator to support and coordinate technology procurement activities across the organization. This role focuses on sourcing, negotiating, and overseeing the acquisition of IT hardware, software, cloud-based solutions, and professional technology services.

The successful candidate will collaborate with IT, Finance, Legal, and external vendors to ensure technology purchases are cost-effective, compliant with applicable requirements, and delivered within established timelines. This position requires a strong understanding of IT procurement, vendor relationship management, contract administration, and financial coordination.

Key Responsibilities

• Coordinate the full procurement lifecycle for IT equipment, including laptops, servers, and networking hardware, as well as software, SaaS subscriptions, cloud services, and IT consulting engagements.
• Research and assess suppliers, manage requests for quotations (RFQs) and requests for proposals (RFPs), and negotiate pricing, contractual terms, and service-level agreements (SLAs).
• Maintain approved vendor directories and cultivate strategic relationships with technology suppliers.
• Evaluate vendor performance, monitor contract compliance, and oversee upcoming renewals to support effective vendor management.
• Coordinate the review, execution, and tracking of IT-related contracts in collaboration with Legal and Finance.
• Maintain accurate software license records and help ensure adherence to licensing terms and conditions.
• Monitor subscription expiration dates, manage license true-ups, and coordinate renewals in advance to prevent service disruptions.
• Assist with software licensing and IT asset management audits by maintaining records and supporting compliance activities.
• Prepare, process, and maintain purchase requisitions and purchase orders for IT goods and services.
• Verify expense coding and confirm that purchases align with approved budgets.
• Review and reconcile vendor invoices, investigating and resolving billing discrepancies as needed.
• Monitor technology-related expenditures and prepare reports on spending, budget performance, forecasts, and potential cost-reduction opportunities.
• Establish, document, and maintain procurement procedures and policies tailored to IT purchases.
• Ensure procurement activities adhere to internal controls, information security policies, and relevant regulatory requirements.
• Identify opportunities to reduce costs through supplier consolidation, volume-based pricing, and contract optimization.
• Contribute to the implementation, maintenance, and ongoing enhancement of procurement systems, tools, and workflows.

Qualifications and Skills

• Bachelor's degree in Business, Finance, Supply Chain Management, Information Systems, or a related discipline.
• At least three years of procurement experience, including substantial involvement in IT purchasing.
• Working knowledge of IT products and services, including hardware lifecycle management, software-as-a-service (SaaS) subscription models, and consumption-based cloud pricing.
• Proficiency in enterprise resource planning (ERP) platforms or procurement management systems.
• Experience administering enterprise agreements with major technology providers, such as Microsoft, Cisco, Dell Technologies, Amazon Web Services, or Oracle.
• Strong analytical, organizational, and negotiation capabilities.
• Effective project management skills, with the ability to coordinate multiple priorities and initiatives concurrently.
• Excellent written and verbal communication skills, including the ability to work effectively with technical and nontechnical stakeholders.
• Strategic thinking skills and the ability to turn ideas into practical process improvements.
• A collaborative approach and a demonstrated ability to work effectively within cross-functional teams.
• Flexibility and willingness to adapt to evolving business needs, new technologies, and changing processes.
• Strong attention to detail and a commitment to accuracy, quality, and reliable deliverables.

Preferred Qualification

• Familiarity with IT Asset Management (ITAM) and Software Asset Management (SAM) principles and best practices is an advantage.