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Technology Procurement, Vendor and Contract Coordinator
New York, NY
Job Description
Position Summary
Collaborate with IT team members and business users to assemble and coordinate the procurement of software and hardware, telecommunication services, cloud services, and technology professional services acquisitions; including associated maintenance licenses, support contracts and renewals. Maintain working relationships with and manage all IT vendors assuring the accuracy of their related records in the Institute’s ERP system. Negotiate discounts with vendors assuring the Institute is receiving the best value and lowest prices.
Work with the Technology department VP and immediate supervisor to create and manage the annual IT budget, assuring all expenditures during each fiscal year match the projected amount in the budget by reconciling invoices and statements to vendor quotes and to the IT budget. Work with the Finance department to reconcile the IT budget to the ERP system, and work with the Accounts Payable Manager to assure the timely processing of invoices.
Work with the Technology department leadership to identify opportunities for improvement in processes and the overall flows for procurement, budget process, and invoice management, to improve the efficiency and effectiveness.
Ensure the timely delivery of technology products (hardware and software) and services within allocated budget and schedule. Coordinate vendor quotes/research for system upgrades with Technology department team members who will determine feasibility, time required, and compatibility with current systems. Prepare cost comparisons of equipment, software, and services considered for purchasing and present them to the Technology department VP and immediate supervisor.
Essential Functions
Information Security Responsibilities
Education and Experience
Starting compensation will be in the $70,000 to $110,000 range, depending on education, experience, and other qualifications.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
ANSI provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination of any type because of race, gender identity or expression, color, national origin or ancestry, religion, creed, age, marital status, sex, sexual orientation, citizenship or authorized alien status, genetics, disability status, protected veteran status, or any other consideration protected by federal, state, or local laws. ANSI policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Collaborate with IT team members and business users to assemble and coordinate the procurement of software and hardware, telecommunication services, cloud services, and technology professional services acquisitions; including associated maintenance licenses, support contracts and renewals. Maintain working relationships with and manage all IT vendors assuring the accuracy of their related records in the Institute’s ERP system. Negotiate discounts with vendors assuring the Institute is receiving the best value and lowest prices.
Work with the Technology department VP and immediate supervisor to create and manage the annual IT budget, assuring all expenditures during each fiscal year match the projected amount in the budget by reconciling invoices and statements to vendor quotes and to the IT budget. Work with the Finance department to reconcile the IT budget to the ERP system, and work with the Accounts Payable Manager to assure the timely processing of invoices.
Work with the Technology department leadership to identify opportunities for improvement in processes and the overall flows for procurement, budget process, and invoice management, to improve the efficiency and effectiveness.
Ensure the timely delivery of technology products (hardware and software) and services within allocated budget and schedule. Coordinate vendor quotes/research for system upgrades with Technology department team members who will determine feasibility, time required, and compatibility with current systems. Prepare cost comparisons of equipment, software, and services considered for purchasing and present them to the Technology department VP and immediate supervisor.
Essential Functions
- Maintains and prepares quarterly budget entries for expenditures related to IT hardware
- Create and maintain annual IT budget
- Negotiates pricing and contracts with hardware, software, services, and professional services vendors, maintenance agreements, subscriptions, and related renewals
- Maintains vendor relationships and manages support contracts
- Responsible for creating and updating supplier records in our ERP system, contract database and IT budget workbooks
- Works closely Accounts Payable Manager to identify and resolve payment related issues
- Generates requisitions/purchase orders, placing and tracking orders, completing orders receipt, reconcile invoices against orders received and work with the Finance department on any reconciliation issues
- Responsible for conducting follow-up calls with staff and vendors
- Runs various reports related to supplier data
- Conducts weekly invoice and spend analysis with Finance department
- Ensures expedient restoration of telecom and web conferencing services by assisting with dispatching, coordinating, scheduling, monitoring, documenting, and escalating issues
- Performs administration support in a highly detailed fashion including managing large spreadsheets
- Coordinates access to subscriptions and software licenses
- Renews and/or places orders with domain registrars and network service providers
- Works with users, staff, and vendors to troubleshoot and resolve procurement problems
- Trains others in policies and procedures related to technology procurement and workflows
- Establishes and maintains effective working relationships with technology consulting firms engaged in delivering services to the Institute
- Educates staff on options available for telecommunications technology and services
- Establishes priorities, coordinates multiple activities, and meets critical deadlines established by the Technology department leadership
- Reads, interprets, and formulates specifications for contracts
Information Security Responsibilities
- Attend/complete assigned information security training by the designated completion date.
- Read and adhere to published ISMS policies and procedures.
- Report timely any observed violations of ISMS policy - or known encroachments on information security - to your department leader and/or the Information Technology Department.
Education and Experience
- Bachelor's Degree in a business-related discipline
- Prior experience in procurement and/or Accounts Payable
- 2+ years of technology procurement experience
- 2+ years of vendor management experience
- 3+ years supporting end user procurement IT needs in a corporate environment
- 2+ years of telecommunications vendor management and statements analysis experience
- Excellent customer service and interpersonal skills
- Advances the internal client relationship with the Technology department
- Ability to actively listen and engage in conversation with staff to uncover relevant information, resources, and solutions
- Strong work ethic, excellent attention to detail with dedication to accuracy, quality, and integrity
- Excellent understanding of the Procurement, Vendor Management, and Contract Management processes
- Ability to identify areas for process improvement
- Experience working with ERP such as Microsoft Dynamics GP
- Highly proficient with Microsoft Excel (e.g. pivot tables, graphs, and other advanced Excel functions)
- Able to get the job done quickly and effectively
- Excellent problem-solving skills and the ability to work independently on multiple issues
- Ability to work under stress with time-critical deadlines and expectations
- Excellent written and communication skills, and able to work effectively with staff, IT management and managers from all departments
- Ability to identify areas for process improvement, and implement improvements
- Strong time management skills, ability to work within deadlines
- Strong analytical skills to compare pricing/costs from previous years to current proposals and calculate percentages of increases as well as savings
- Self-starter, desire to learn, grow professionally, and contribute
Starting compensation will be in the $70,000 to $110,000 range, depending on education, experience, and other qualifications.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
ANSI provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination of any type because of race, gender identity or expression, color, national origin or ancestry, religion, creed, age, marital status, sex, sexual orientation, citizenship or authorized alien status, genetics, disability status, protected veteran status, or any other consideration protected by federal, state, or local laws. ANSI policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Job Summary
Employment Term and Type
Regular, Full Time
Salary and Benefits
$70,000 to $110,000
Required Education
Bachelor's Degree
Required Experience
2 to 4 years
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