Purchasing Agent ; IT Hardware & Software

Key Responsibilities

Functional/Technical Skills (IT Focus)

• IT Asset Procurement:
  Prepares and executes purchase orders for IT hardware (laptops, monitors, mobile devices, networking gear) and software subscriptions.
• Technical Specifications:
  Works with BT stakeholders to establish clear bills of materials with appropriate technical specifications for requested items.
• License & Subscription Support:
  Assists in tracking software renewal dates, seat counts, and maintenance agreements to ensure continuous service.
• Customer Service:
  Consistently demonstrates exceptional customer service skills to FTI team members and external technology partners.
• Calculations & Costing:
  Performs calculations to compare the costs of alternative hardware options or different licensing models (e.g., perpetual vs. subscription).
• Expediting:
  Proactively monitors and expedites supplier shipments, deliveries, and pickups to meet internal project deadlines.
• Training Application:
  Actively applies procurement training and IT industry knowledge to daily work tasks.
• Service Now / ITAM Process Execution:
  Intake & tracking – uses Service Now to receive purchase requests, validate required details (cost center, ship‑to, standards), and maintain end‑to‑end status visibility.
• Order Documentation:
  Attaches quotes, purchase orders, order confirmations, and tracking details in Service Now to ensure transparency and auditability.
• Receiving Confirmation & Exceptions:
  Updates receipt status and documents discrepancies (missing/damaged/backordered items) to support resolution and accurate inventory.
• Asset Record Handoff Support:
  Ensures purchase/receiving details are captured so asset records can be created/updated accurately (tag/assignment/location) in partnership with ITAM.
• Metrics & Reporting:
  Supports operational dashboards by maintaining clean, timely data for cycle time, aging orders, and exception volumes.
• Negotiating Quote Acquisition:
  Negotiates and obtains quotes for IT materials, software packages, and hardware leases.
• Data Support:
  Prepares preliminary data analysis (price comparisons, lead‑time tracking) to support negotiation preparation led by senior staff.
• Vendor Representation:
  Represents the procurement function to IT Operations and external Value‑Added Resellers (VARs).
• Trust Building:
  Earns the trust of internal team members and external partners through transparent, consistent communication.
• Conflict Management Communication:
  Proactively communicates delays, backorders, or pricing changes to the appropriate BT stakeholders and team members.
• Issue Resolution:
  Assists in resolving material or supplier issues that pose potential risks to BT timelines.
• Escalation:
  Identifies complex issues and escalates them appropriately to management.
• Situational Awareness:
  Demonstrates the ability to read nonverbal communication and adjust communication styles to preserve professional relationships.
• Problem Solving Resourcefulness:
  Knows where to find information regarding IT stock levels and when to ask for technical clarification.
• Analytical Thinking:
  Uses data and analytics instead of personal bias to recommend hardware or software sources.
• Continuous Improvement:
  Applies basic continuous improvement concepts to overcome obstacles in order processing.
• Rationalization:
  Clearly explains the thought process behind purchasing decisions to stakeholders.
• Process Management Task Proficiency:
  Performs procurement tasks within established departmental processes and guidelines.
• Metric Adherence:
  Utilizes team metrics to ensure adherence to established speed and accuracy standards.
• Process Feedback:
  Assists in identifying opportunities to improve existing IT procurement workflows.
• Organizational Agility
  
  Collaboration:
  
  Demonstrates approachability and the ability to collaborate effectively with BT and Finance departments.
• Policy Understanding:
  Understands the reasoning behind key FTI policies and practices regarding hardware standards and software security.
• Drive for Results Timeliness:
  Meets daily deadlines and goals on time to ensure hardware is available for new‑hire onboarding and project launches.
• Efficiency:
  Completes work accurately to prevent downstream delays in…