IT Contracts and Procurement Administrator

Job Description and Introduction to the Role

Are you a self-driven professional with a strong background in IT procurement? Do you excel at managing multiple procurement projects and collaborating with diverse teams while maintaining exceptional organizational skills? If you have a keen eye for detail, a proactive attitude, and an ability to handle both procurement and administrative tasks, this role is a perfect fit for you.

In this role, you'll primarily focus on IT procurement activities, ensuring that resources, software, and services are acquired efficiently, and supporting related administrative functions. The remaining responsibilities will involve light administrative support to the IT team and broader office functions. This role offers you a unique opportunity to manage procurement projects while gaining exposure to administrative and support functions in a fast-paced, dynamic environment.

Role and Responsibilities

Procurement Responsibilities/Examples

Lead and manage the end-to-end procurement process for IT services, hardware, software, and licenses.

Research, source, and evaluate vendors and suppliers for IT needs, ensuring competitive pricing and quality.

Prepare, issue, and manage purchase orders and contracts related to IT procurement.

Coordinate with internal teams to understand IT needs and ensure procurement aligns with project timelines and budget.

Maintain and track procurement records, including vendor agreements and purchase histories.

Review and approve vendor invoices for procurement-related expenditures.

Ensure compliance with organizational procurement policies and industry best practices.

Manage inventory of IT assets, including hardware, software licenses, and other resources.

Collaborate with cross-functional teams (IT, finance, legal) to ensure smooth procurement operations.

Administrative Responsibilities/Example

Assist the IT Project Manager with administrative tasks such as scheduling meetings and preparing agendas.

Maintain staff calendars, including coordinating meetings and appointments for the IT department.

Draft and proofread memos, correspondence, and reports related to IT procurement and general office administration.

Help coordinate communication with clients and vendors, ensuring follow-up on procurement requests and project deadlines.

Provide general administrative support to senior IT staff and other team members as needed.

Monitor project timelines and assist with task management to ensure timely completion.

Take meeting minutes and assist with document management as required.

Characteristics

Strong organizational skills with exceptional attention to detail.

Excellent written and verbal communication skills.

Comfortable handling procurement negotiations and vendor communications.

Self-starter with the ability to work independently and manage multiple priorities.

Proactive in identifying and solving procurement challenges.

Adaptable and able to switch between procurement and administrative tasks.

Professional and courteous, with strong customer service skills.

Ability to thrive in a fast-paced environment with changing priorities.

Minimum Experience Requirements

Associate's degree in Business, Management, IT, or a related field; or equivelant work experience.

At least 2 years of experience in IT procurement or similar purchasing roles.

Experience with Microsoft Office Suite, procurement software, and inventory management tools.

Familiarity with contract negotiation, vendor management, and cost optimization.

Ability to manage deadlines and work efficiently in a deadline-driven environment.

Strong organizational and administrative skills with experience in office management.

Preference for candidates with Smartsheet experience or similar project management tools

Job Description and Introduction to the Role

Are you a self-driven professional with a strong background in IT procurement? Do you excel at managing multiple procurement projects and collaborating with diverse teams while maintaining exceptional organizational skills? If you…