Design Desk Procurement Specialist

About this Role

Responsible for the procurement of products and services in a manner that achieves maximum value for VTG, including maximizing ancillary discounts and rebates available from distributors, vendors, or

manufacturers. The Design Desk Procurement Specialist supports the Design Desk function by ensuring Product Ladder guidelines are followed, margins are met, and quoting and ordering processes are executed accurately, efficiently, and in alignment with company objectives.

Responsibilities/Job Functions:

1.      Quoting & Order Process Execution

• Prepare and deliver accurate and timely quotes for IT products and services.
• Collaborate with sales, procurement, and technical teams to gather required information for quoting.
• Ensure all orders and returns to vendor (RTVs) are processed accurately and within required timelines.
• Track order status and proactively communicate delays or issues to customers and interna stakeholders.
• Ensure all orders meet Product Ladder pricing and margin requirements.
• Ensure internal supply orders remain within approved budgets.

2. Procurement & Price Optimization

• Collaborate with sales and procurement teams to support price negotiations with vendors and distributors.

• Analyze pricing, discounts, rebates, and available programs to maximize margin and overall value

• Engage with suppliers to ensure all eligible discounts and incentives are applied.

• Deal-register applicable opportunities in accordance with vendor requirements.

• Support margin optimization throughout the procurement and quoting lifecycle.

3. Documentation & Compliance

• Maintain accurate records of quotes, pricing approvals, purchase orders, and negotiations.
• Ensure all orders exceeding designated thresholds have appropriate approvals.
• Follow organizational policies, financial controls, and industry standards.
• Support continuous improvement of documentation and process best practices.

4. Customer & Vendor Coordination

• Work closely with sales teams to understand customer requirements and solution needs.
• Respond to customer inquiries related to pricing, quotes, and order status.
• Support onboarding requirements by ensuring new customers have approved credit applications prior to ordering.
• Coordinate with suppliers to meet certification requirements for standardized Product Ladder vendors.

5. Quality Assurance & Continuous Improvement

• Perform quality checks on quotes and orders to ensure accuracy and completeness.

• Identify process gaps or recurring issues and recommend improvements.

• Partner with internal teams to resolve discrepancies and improve turnaround times.

• Key Performance Indicators & Job Expectations:

• Success in the Design Desk – Procurement Specialist role is measured by the ability to deliver timely, accurate, and margin-aligned quotes and orders while supporting sales effectiveness, operational efficiency, and customer satisfaction.

  Key performance expectations include:

·       Quote Turnaround Time: Standard quotes completed within 24–48 business hours, with priority requests handled same day or next business day when feasible.

·       Quote Accuracy: Maintain ≥ 98% accuracy, ensuring pricing, products, margins, and approvals align with Product Ladder and company requirements.

Order Execution:

• Orders and RTVs processed accurately, on time, and within approved budgets, with proactive communication on status or delays.

• Margin Optimization: Consistent application of available discounts, rebates, deal registrations, and vendor programs to maximize margin and overall value.

• Compliance & Collaboration: Complete and accurate documentation, adherence to internal controls, and effective collaboration with sales, procurement, and technical teams.

Minimum Qualifications:

• Education: Bachelor’s degree in procurement, Information Technology, or equivalent relevant work experience.
• Experience: Minimum of 5 years of procurement or quoting experience.
• Strong written and verbal communication skills with demonstrated negotiation capability.

Systems Knowledge:

• HubSpot/SalesForce, VCIO Toolbox, BrightGauge, ConnectWise, and RevIO.

• Strong attention to detail, organizational skills, and ability to manage multiple priorities.