IT Vendor & Contracts Coordinator

Job Description

Location: Gilbert, AZ or Irving, TX
Employment Type: Full-Time, Direct Hire

Schedule:
Onsite 5 days per week
Salary: $70k - $90k (depending on experience)Geographic Requirement:
This role is 100% onsite. Candidates must already be based in the East Valley (Gilbert, Chandler, Mesa, Tempe) or in the Dallas metro area to be considered. No relocation assistance provided.

Job SummaryThe IT Vendor & Contracts Coordinator is the financial control center for the company's technology organization. This role owns IT spend visibility, vendor contract lifecycle, and chargeback accuracy - ensuring that every technology dollar is tracked, allocated correctly, and spent against agreed terms.

The ideal candidate comes from a procurement, accounts payable, or financial operations background and brings rigorous process discipline to a domain - IT vendor and contract management - where that discipline is often missing. Direct IT experience is a plus, not a prerequisite; the technical context is learnable, and the financial and procurement rigor is not.

Essential Job Responsibilities

Spend Tracking & Budget Coordination

• Own day-to-day tracking and reconciliation of IT expenditures against approved budgets; surface variances and trends to IT and Finance leadership.
• Coordinate IT chargeback processes, ensuring accurate and defensible allocation of technology costs to business units.
• Produce monthly financial reporting on IT spend, budget utilization, and cost trends; present findings in business-ready formats.
• Partner with Finance and IT leadership on annual budgeting, forecasting cycles, and mid-year reforecasts.

Vendor Contract Lifecycle

• Maintain a centralized, current repository of all IT vendor contracts, amendments, SOWs, and renewal schedules.
• Own the renewal calendar; proactively flag upcoming expirations and initiate renewal or renegotiation processes on appropriate lead times.
• Review vendor invoices against contracted terms; identify billing errors, overcharges, and scope discrepancies before payment.
• Support vendor negotiations by providing spend history, utilization data, and benchmark comparisons.

Procure-to-Pay Execution

• Process IT purchase requisitions and purchase orders in coordination with Procurement and Finance; ensure compliance with approval workflows and spending policies.
• Manage the full invoice-to-payment cycle for IT vendors: receipt validation, three-way matching, coding, and routing for approval.
• Resolve payment disputes and billing discrepancies with vendors; serve as the primary point of contact for IT-related AP inquiries.
• Maintain vendor master data and payment terms in the ERP system; ensure records are current and accurate.

Minimum Qualifications

Required Education & Experience:

• Experience:
  
  3-5 years in IT financial management, IT procurement, or a related financial operations role.
• Education:
  
  Bachelor's degree in Finance, Accounting, Business, or IT.
• Technical
  
  Skills:
  
  Advanced Excel proficiency (pivot tables, financial modeling, VLOOKUPs).
• Contract Literacy:
  Solid understanding of SaaS agreements, maintenance contracts, and MSAs.
• Tooling:
  Experience with ITSM or Asset Management platforms (Fresh service, Service Now, etc.).
• Strong written and verbal communication skills; able to document and present financial analysis to leadership.

Preferred:

• Exposure to Azure cost management or Fin Ops principles.
• Experience with Power BI or SQL for financial dashboarding.
• Familiarity with ITIL frameworks or Technology Business Management (TBM) models.
• Background in construction, industrial services, or energy sectors.

Benefits

• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• Paid time off (PTO) and holiday pay
• Life and disability insurance
• Professional development and training opportunities
• Employee assistance program (EAP)

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

Job Reference: JN -