IT Procurement and Vendor Contracts Analyst
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Top Skills:
Candidate must have experience in budgeting creation, invoice reconciliation, vendor negotiations, and must be hands on.
Someone with procurement experience supporting end user procurement IT needs and/or in Accounts Payable/Receivable
Corporate environment
Vendor management and statement analysis experience
Must be familiar to ISMS policies and procedures
Our client is a very technical customer. Will be asked about Microsoft licensing at a high level. They will expect the candidate to have some knowledge of the technical equipment they are ordering.
JOB DESCRIPTION: Position Summary:
Collaborate with IT team members and business users to assemble and coordinate the procurement of software and hardware, telecommunication services, cloud services, and technology professional services acquisitions; including associated maintenance licenses, support contracts and renewals. Maintain working relationships with and manage all IT vendors assuring the accuracy of their related records in the Institute s ERP system. Negotiate discounts with vendors assuring the Institute is receiving the best value and lowest prices.
Work with the Technology department VP and immediate supervisor to create and manage the annual IT budget, assuring all expenditures during each fiscal year match the projected amount in the budget by reconciling invoices and statements to vendor quotes and to the IT budget. Work with the Finance department to reconcile the IT budget to the ERP system, and work with the Accounts Payable Manager to assure the timely processing of invoices.
Work with the Technology department leadership to identify opportunities for improvement in processes and the overall flows for procurement, budget process, and invoice management, to improve the efficiency and effectiveness.
Ensure the timely delivery of technology products (hardware and software) and services within allocated budget and schedule. Coordinate vendor quotes/research for system upgrades with Technology department team members who will determine feasibility, time required, and compatibility with current systems. Prepare cost comparisons of equipment, software, and services considered for purchasing and present them to the Technology department VP and immediate supervisor. The position is located in the New York office and can be hybrid for the right candidate.
Essential Functions:
Maintains and prepares quarterly budget entries for expenditures related to IT expenditures
Create and maintain annual IT budget and budget projections
Negotiates pricing and contracts with hardware, software, services, and professional services vendors, maintenance agreements, subscriptions, and related renewals
Maintains vendor relationships and manages support contracts
Responsible for creating and updating supplier records in our ERP system, contract database and IT budget workbooks
Works closely Accounts Payable Manager to identify and resolve payment related issues
Generates requisitions/purchase orders, placing and tracking orders, completing orders receipt, reconcile invoices against orders received and work with the Finance department on any reconciliation issues
Responsible for conducting follow-up calls with staff and vendors
Runs various reports related to supplier data
Conducts weekly invoice and spend analysis with Finance department
Performs administration support in a highly detailed fashion including managing large spreadsheets
Coordinates access to subscriptions and software licenses
Renews and places orders with technology vendors, consultants, and service providers
Works with users, staff, and vendors to troubleshoot and resolve procurement problems
Trains others in policies and procedures related to technology procurement and workflows
Establishes and maintains effective working relationships with technology consulting firms engaged in delivering services to the Institute
Educates staff on options available for telecommunications technology and related services
Establishes priorities, coordinates multiple activities, and meets critical deadlines established by the Technology department leadership
Reads, interprets, and formulates specifications for contracts
Information Security Responsibilities:
Attend/complete assigned information security training by the designated completion date.
Read and adhere to published ISMS policies and procedures.
Report timely any observed violations of ISMS policy - or known encroachments on information security - to your department leader and/or the Information Technology Department.
Education and Experience:
Bachelor's Degree in a business-related discipline
Prior experience in procurement and/or Accounts Receivable/Payable
8+ years of technology procurement experience
8+ years of vendor management experience
8+ years supporting end user procurement IT needs in a corporate environment
8+ years of telecommunications vendor management and statements analysis experience
