Information Technology Procurement coordinator

We Are Hiring

Designation: IT Procurement Coordinator / IT Commercial Lead

Experience

• 5 to 10 years of relevant experience in procurement, vendor management, or commercial operations
• Prior experience within an IT department, IT services company, or enterprise procurement environment preferred
• Experience managing IT procurement processes such as RFI, RFQ, RFP, vendor evaluation, and contract management
• Exposure to enterprise or government procurement processes will be an added advantage

Education

• Bachelor’s degree in Business Administration, Commerce, Supply Chain Management, or a related field
• Additional certifications or training in procurement, supply chain, or contract management will be an added advantage

Role Summary

The IT Procurement Coordinator / IT Commercial Lead is responsible for managing and coordinating all non-technical, commercial, and administrative activities within the IT department. The role oversees the complete IT procurement lifecycle including RFIs, RFQs, RFPs, vendor selection, contract management, purchase orders, invoicing, and payment coordination. The position ensures compliance with procurement policies, effective vendor management, and cost optimization while supporting budgeting, documentation, and audit requirements.

Roles and Responsibilities

Procurement Management

• Manage the complete IT procurement lifecycle from requirement gathering to purchase order closure
• Prepare and issue procurement documents including RFI, RFQ, RFP, bid evaluation sheets, and comparative statements
• Coordinate with internal stakeholders to define procurement requirements and technical specifications
• Maintain centralized trackers for active and upcoming procurements with status visibility

Contract & Agreement Management

• Draft, review, and negotiate vendor contracts, master service agreements (MSAs), NDAs, SLAs, and amendments
• Ensure contracts comply with organizational legal and commercial policies
• Maintain a contract repository with renewal alerts, expiry dates, and key contractual terms

Vendor Management

• Build and maintain relationships with IT vendors, OEMs, distributors, and service providers
• Conduct periodic vendor performance reviews and manage escalations
• Maintain an approved vendor list and onboard new vendors as required

Financial Coordination

• Track and process vendor invoices ensuring three-way matching (PO, GRN, Invoice)
• Coordinate with the finance team for timely vendor payments
• Monitor procurement spend against approved budgets and report variances
• Support IT budgeting activities using historical spend data and market benchmarking

Compliance & Documentation

• Ensure all procurement activities comply with internal policies, audit requirements, and regulatory guidelines
• Maintain audit-ready documentation for all procurement transactions
• Develop and standardize procurement SOPs, templates, and checklists

Required Skills and Competencies

• Strong understanding of the IT procurement lifecycle including RFI, RFQ, RFP, purchase orders, contracts, and vendor agreements
• Knowledge of procurement policies, compliance frameworks, and approval workflows
• Experience drafting and negotiating commercial terms, SLAs, NDAs, and master service agreements
• Familiarity with IT licensing models such as SaaS subscriptions, perpetual licenses, and volume licensing
• Understanding of invoice processing, payment tracking, and budget reconciliation
• Experience managing vendors, conducting evaluations, comparisons, renewals, and performance reviews
• Ability to coordinate with finance, legal, IT operations, and leadership teams
• Understanding of IT budgeting, cost centers, and Capex vs. Opex classification
• Knowledge of TCO (Total Cost of Ownership) and ROI analysis for IT investments
• Strong documentation and contract tracking capabilities
• Proficiency with ERP or procurement tools such as SAP, Oracle, ServiceNow, or similar platforms
• Advanced Microsoft Excel and spreadsheet skills for reporting and analysis

Personal Attributes

• Strong organizational and multitasking abilities
• Excellent communication and negotiation skills
• High attention to detail and compliance orientation
• Problem-solving mindset for resolving procurement, vendor, or payment issues
• Ability to manage multiple procurement activities with competing deadlines

Working Conditions

• Office-based role with close coordination across IT, finance, legal, and vendor teams
• Requires handling multiple procurement cycles simultaneously in a fast-paced environment
• Periodic coordination with vendors and internal stakeholders for procurement and contract management activities