Technology Procurement & Vendor Contracts Analyst

Position Overview :

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.

Responsibilities :

• Maintains and prepares quarterly budget entries for expenditures related to IT expenditures
• Create and maintain annual IT budget and budget projections
• 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
• Performs administration support in a highly detailed fashion including managing large spreadsheets
• Coordinates access to subscriptions and software licenses
• Renews and places orders with technology vendors, consultants, and 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 related 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 : 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 the department leader and / or the Information Technology Department.

Required Qualifications :

• Bachelor's Degree in a business-related discipline
• Prior experience in procurement and / or Accounts Receivable / Payable
• 8+ years of technology procurement experience
• 8+ years of vendor management experience
• 8+ years supporting end user procurement IT needs in a corporate environment
• 8+ years of telecommunications vendor management and statements analysis experience

Required Skills :

• 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
• Expert skills and experience in the areas of Technology Procurement, Vendor Management, Budget Management, Invoice Reconciliation, and Contract Management processes
• 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 concurrently
• 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

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