IT Procurement & Administrative Coordinator (Remote)

Goals and Objectives:

The IT Procurement & Administrative Coordinator is a specialized role designed to bridge the gap between the IT Technical Departments and the Amentum Finance and Legal teams. This role will act as a dedicated advocate for IT Engineers, navigating the internal hurdles, approval workflows and documentation requirements necessary to get IT the tools required.

Tasks and Responsibilities

1. Procurement Support for IT Teams

Requirements Gathering and Documentation:

• Collaborate with IT engineers to understand technical needs for hardware, software, services, or licenses.
• Translate technical specifications into procurement requests or justifications to support purchasing decisions.   Vendor Interaction:
• Source, evaluate, and coordinate with external vendors, service providers, and contractors to obtain quotes, negotiate pricing, and facilitate procurement.
• Ensure vendors meet organizational requirements, including compliance, security, and quality standards.
• Procurement Workflows:
• Initiate and manage purchase requisitions, purchase orders, and approvals within organizational enterprise resource planning (ERP) systems or procurement platforms.
• Expedite procurement steps, such as approvals from finance or management, to minimize delays in acquiring IT tools and services.

2. Administrative Coordination

 Approval Process Management:

• Navigate internal approval workflows, ensuring compliance with policies while accelerating reviews by legal, finance, or management teams.
• Track approval timelines to ensure progress and minimize bottlenecks.  

Contract Management:

• Coordinate with legal teams to review, negotiate, and finalize vendor agreements, service-level agreements (SLAs), and contracts.
• Keep accurate records of executed agreements and monitor renewal/termination dates to avoid disruptions in IT services.   Documentation and Reporting:
• Maintain and organize all necessary documentation, such as purchase requests, invoices, receipts, contracts, and workflow notes.
• Generate reports summarizing procurement activities and ensure audit-readiness for compliance teams.

3. Advocate for IT Engineers

 Technical Alignment with Business Processes:

• Act as a liaison between IT engineers and the finance/legal teams, ensuring technical requirements are met while adhering to procurement policies.
• Advocate for fast-tracking critical IT requisitions where delays could impact operational effectiveness.

Educating Non-Technical Teams:

• Explain technical requirements in business-friendly language to help legal and finance teams approve IT requests.
• Ensure technical justifications are effectively communicated to key stakeholders.

4. Interdepartmental Communication

• Facilitate cross-functional collaboration between IT, finance, and legal teams, ensuring that priorities and deadlines from all sides are managed effectively.
• Act as the central point of contact for procurement-related inquiries and status updates for all stakeholders.

5. Compliance and Governance

• Ensure that IT purchases adhere to organizational policies, regulatory requirements, and industry standards (e.g., data security, licensing compliance).   Audit Preparation:
• Confirm all procurement and contract records are audit-ready and that financial documentation is accurate and accessible.

6. Managing Renewals and Subscriptions

• Maintain a centralized record of recurring service contracts, subscription licenses, and warranties.   Alert IT engineers and decision-makers of upcoming renewals or expirations for critical services and licenses (e.g., SaaS platforms, software licenses, maintenance contracts).

7. Removing Procurement Bottlenecks

• Identify and resolve approval bottlenecks by addressing process inefficiencies or clarifying priorities with decision-makers.
• Anticipate roadblocks in procurement processes, creating contingency plans to prevent delays in acquiring critical IT tools and resources.

8. Dispute Resolution with Vendors

• Address discrepancies in vendor invoices, delivery schedules, or product quality in collaboration with the IT engineering team.
• Resolve disputes related to contract terms or performance through coordination with legal representatives.

9. Process Optimization

• Evaluate current procurement and administrative processes and recommend improvements to streamline workflows.
• Implement technology solutions to automate repetitive tasks, increase visibility, and enhance coordination between procurement, legal, and finance teams.

10. Vendor Management

• Maintain good relationships with vendors, ensuring responsiveness and alignment with the organization's needs.
• Establish preferred vendor agreements or frameworks to speed up future purchases and standardize quality.

11. Resource Planning and Forecasting

• Work with IT engineers to create long-term procurement forecasts based on project roadmaps, scaling requirements, and upcoming IT initiatives.
• A proactive plan for resource needs to minimize unplanned or emergency purchases.

Key Requirements

Security clearance is not required.
• 3+ years of experience in IT procurement, purchasing coordination, or contract administration.
• Knowledge and experience operating with Smartsheet and SharePoint
• Knowledge and experience running projects using PMI's Project Management framework through Initiating, Planning, Executing, Controlling, and Closing.
• Demonstrated experience in navigating and managing procurement workflows within ERP systems (e.g., SAP, Oracle NetSuite, Coupa, or Ariba).
• Proven track record of working closely with IT departments, legal teams, and finance teams to support IT initiatives.
• Experience with vendor management, including evaluating, negotiating, and maintaining vendor relationships.
• Prior experience coordinating cross-functional communications between technical and non-technical teams.
• Familiarity with writing Scopes of Work, procurement requests, quote requests, Capital Asset Requests, and other administrative supply chain functions.   High attention to detail, and excellent communication. Preferred Qualifications
• Bachelor's degree in Business Administration, Information Technology, Supply Chain Management, or a related field (or equivalent experience).
• Certifications in procurement or supply chain management, such as Certified Professional in Supply Management (CPSM) or Certified Procurement Professional (CPP) (preferred).
• Familiarity with IT standards and frameworks, such as ITIL or COBIT, is a plus.  
• Project Management certification is a plus.