Procurement Executive

Reports To: Indirect IT Procurement Manager

Position Overview

The Indirect IT Procurement Officer is responsible for executing day-to-day tactical sourcing, purchase order management, supplier administration, and standard contract renewals across indirect IT categories. This role handles operational procurement workflows for software licenses, SaaS subscriptions, IT hardware, telecommunications, and IT professional services.

Serving as a primary operational link between internal IT requesters, finance, legal, and external IT vendors, the Indirect IT Procurement Officer ensures that technical purchases are executed cost-effectively, in compliance with corporate policies, and delivered according to agreed timelines.

Key Responsibilities

Sourcing Execution & Purchase Order Management

• Review and process incoming IT purchase requisitions, ensuring proper documentation, budgetary approvals, and accurate GL coding.
• Execute competitive quotes and low-to-medium complexity sourcing events (RFQ/RFP) for standard IT hardware, software seats, network equipment, and contractor resources.
• Issue Purchase Orders (POs) through corporate e-procurement platforms and manage end-to-end order tracking and delivery confirmation.
• Negotiate commercial terms, volume discounts, and service additions on low-to-mid-tier software renewals and hardware purchases.

Contract & Renewal Administration

• Maintain the corporate IT contract database and renewal calendar, identifying upcoming renewals 6090 days in advance.
• Engage with business owners and IT leads to evaluate renewal needs, license utilization, and potential cancellation or tier adjustment.
• Draft, execute, hardware order forms, and basic SaaS addendums using approved company templates.

Vendor & Operational Support

• Lead vendor intake and onboarding procedures, verifying supplier credentials, tax forms, banking details, and security documentation.
• Act as the primary operational contact for routine supplier communications, order escalations, and performance tracking.
• Partner with Accounts Payable and IT asset leads to resolve invoice discrepancies, 3-way matching errors, and pricing mismatches.

Process Compliance & Reporting

• Ensure all IT purchasing activities comply with internal spend thresholds, delegation of authority (DoA) matrices, and corporate procurement policies.
• Track and log savings, price avoidances, and process cycle times in central procurement dashboards.
• Support software asset management (SAM) teams by confirming license entitlements and software delivery receipts.

Qualifications & Requirements

• Education: Bachelor’s degree in Business Administration, Supply Chain Management, Information Technology, or a related discipline.
• Experience: 2–4 years of experience in procurement, purchasing, or vendor management, with specific exposure to IT software, SaaS, or hardware procurement.
• Technical Knowledge: Basic understanding of IT purchasing models (e.g., per-user SaaS subscriptions, core-based licensing, hardware warranty terms, telecom circuits).
• Systems Proficiency: Experience using e-Procurement platforms (e.g., Coupa, SAP Ariba, Jaggaer) and ERP software (e.g., SAP, NetSuite, Oracle).
• Contract Awareness: Familiarity with basic legal terms in IT purchasing (e.g., payment terms, warranty, liability limits, termination clauses).

Key Competencies & Operational Skills

• Detail Orientation: High precision in reviewing requisitions, validating contract terms, and ensuring PO-to-invoice accuracy.
• Operational Efficiency: Strong time-management skills with the ability to manage high volumes of purchasing requisitions simultaneously.
• Commercial Negotiation: Practical skills in securing cost savings on routine renewals, catalog items, and spot-buys.
• Customer Service Mindset: Clear, responsive communication with internal IT stakeholders and external vendor sales representatives.