IT Procurement Administrator

JOB TITLE

IT Procurement Administrator

DEPARTMENT

Information Technology

REPORTS TO

CIO

The IT Procurement Administrator is responsible for managing the acquisition of IT products, services, and contracts. This role involves coordinating with vendors, stakeholders, and internal departments to understand organizational requirements, match with vendor capabilities, and secure contracts for the organization at competitive prices while adhering to company policies and industry regulations. The administrator plays a key role in maintaining vendor relationships, overseeing procurement processes, and supporting vendor procurement and contract maintenance across the IT organization.

• Acting as a single point of communication for PIP IT external needs as well as IT vendor relationships
• Sourcing, evaluating, presenting, and selecting vendors for all IT products and services
• Negotiating contracts, pricing, and terms with suppliers to achieve the most favorable cost profile
• Asses the risk within each contract/sow and make recommendations on how to minimize any exposure
• Working with Finance to prepare purchase orders and track their lifecycle to ensure timely delivery
• Periodically evaluating in-force contracts for appropriate coverage, and recommending service reductions where appropriate to reduce waste / spend
• Monitoring vendor performance for service delivery issues, and escalating any issues from PIP IT to the vendor for resolution

• Conducting regular reviews of vendor offerings and auditing the services provided to ensure they are best fit for PIP, recommending product or vendor changes where necessary
• Establish and manage master service agreements (MSA) with strategic IT vendors
• Establish and manage vendor scorecards with periodic vendor reviews
• Establishing and maintaining an accurate database of all physical and software IT inventory, tracking the useful life of all IT physical assets, and driving the process for decommissioning/replacement
• Ensuring that all in-use software is appropriately licensed, working with the appropriate vendor s entitlement department to resolve any licensing deficiencies
• Supporting the preparation and management of the IT budget

• Working with finance to analyze spending trends to identify anomalies or waste
• Supplying regular and ad-hoc reports as needed so the greater PIP organization can understand IT assets and contracts
• Developing procurement and asset management policies in collaboration with PIP s general council and executive team
• Communicating and driving enforcement of all procurement and asset management policies across the organization

• Minimum 5 years of experience in procurement, with a minimum of 2 year in IT procurement, and a total of at least 5 years of overall professional experience
• Familiarity with procurement software, entitlement management software, and ERP systems
• Strong organizational skills, and an excellent communicator
• Proficiency with productivity and reporting tools, particularly Microsoft Excel and PowerBI
• Ability to analyze data and make data-based decisions with specific, measurable outcomes
• Demonstrated competency in working in large, multi-national organizations
• Comfortable communicating with and presenting to executive leadership
• Proven track record of contract negotiation
• Experience in distribution and manufacturing is preferred
• Certifications such as Certified Purchasing Professional (CPP), or similar are a plus