Job Summary
We are seeking a detail-oriented Procurement Administrator to manage purchasing activities, vendor coordination, pricing, quoting accuracy, licensing oversight, and return processes. This role works closely with Sales, Quoting, Operations, and Warehouse teams to ensure vendor quotes are accurate, current, and aligned with project and client requirements.
The Procurement Administrator plays a critical role in ensuring products and licenses are ordered correctly, pricing is validated, timelines are met, and financial budgets remain accurate.
Key Responsibilities
Purchasing & Vendor Coordination
- Source products and confirm technical compatibility and pricing
- Track order ETAs and expedite purchases when required
- Manage vendor deal registrations and purchasing portals
- Initiate and track RMAs and vendor credits
Sales & Quoting Support
- Coordinate closely with Sales and Quoting teams to support active opportunities
- Request, validate, and track vendor quotes to ensure accuracy and completeness
- Ensure vendor quotes provided to Sales are current, unexpired, and compliant with vendor terms
- Follow up with vendors to refresh expired or expiring quotes as needed
- Maintain organized records of vendor quotes and pricing history
Licensing & Financial Accuracy
- Weekly audit of invoices for accuracy and completeness
- Ensure licenses are delivered, assigned, and properly applied to client hardware
- Track and manage internal license usage (Microsoft, Adobe, Bluebeam, etc.)
- Troubleshoot vendor portal, licensing, and entitlement issues
Cross-Functional Collaboration
- Work closely with Service, Operations, and Warehouse teams on order fulfillment and delivery status
- Provide clear updates to Sales and Project Managers regarding pricing, availability, and lead times
Required Qualifications
- Bachelor’s degree in supply chain, business administration, operations management, or a related field is preferred
- 5+ years of experience in procurement, purchasing, or operations
- Experience supporting sales or quoting teams in a procurement or vendor-facing role
- Strong vendor communication and negotiation skills
- High attention to detail and documentation accuracy
- Experience working with a CRM and ticketing system
- Ability to adapt to changing priorities and adjust plans accordingly
- Proficiency in Microsoft Office and procurement systems
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Demonstrated ability to maintain confidentiality and handle sensitive information responsibly.
- High degree of reliability and accountability for assigned responsibilities.
- Ability to lift up to 50 lbs as needed for backup
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