IT Procurement Executive

Role Purpose

We are looking for an IT Procurement Executive to join our team and manage end-to-end IT procurement, vendor coordination, resource onboarding support, inventory management, SLA tracking, and invoice processing activities. The role holder will ensure timely availability and dispatch of laptops and IT assets for new joiners, manage procurement of software licenses and services, coordinate with internal stakeholders and vendors, and maintain accurate tracking and reporting across Mumbai and Hyderabad locations.

Key Responsibilities

IT Procurement & Asset Management

• Ensure laptops and IT assets are available with required software installations and are shipped to new joiners on time.
• Coordinate closely with IT, Admin, and business teams to fulfill hardware and software requirements.
• Procure software licenses, subscriptions, and IT services (e.g., Jira, productivity tools, security applications, etc.).
• Identify procurement needs through discussions with stakeholders and business managers.
• Research, evaluate, and onboard suitable suppliers and vendors.
• Negotiate pricing, contracts, and commercial terms with vendors.
• Prepare, manage, and track Purchase Orders (POs).
• Maintain inventory records of laptops, accessories, licenses, and other IT assets.

Vendor Management & Resource Onboarding

• Coordinate with vendors for onboarding contractual and outsourced resources after approval from the Function Head and CEO.
• Track onboarding and offboarding of vendor resources across Mumbai and Hyderabad locations.
• Maintain weekly reports on resources added and exited and share updates with relevant stakeholders.
• Monitor vendor deliverables and ensure compliance with agreed terms and timelines.

SLA & Project Tracking

• Track and monitor Service Level Agreements (SLAs) for IT vendors and service providers.
• Maintain project tracking dashboards and Excel-based trackers for IT initiatives across Mumbai and Hyderabad.
• Ensure timely escalation and resolution of vendor or project-related issues.
• Prepare regular reports on SLA adherence, project milestones, and service performance.

Financial & Documentation Management

• Generate and manage Purchase Orders (POs).
• Support preparation and management of vendor agreements and contractual documentation.
• Process invoices and maintain invoice trackers.
• Validate vendor invoices against deliverables and attendance records.
• Track budgets, expenses, and procurement-related costs.
• Coordinate billing activities and ensure timely payment processing.

Reporting & Compliance

• Track attendance of outsourced/vendor resources.
• Maintain accurate procurement, inventory, vendor, and financial records.
• Prepare and circulate weekly and monthly MIS reports.
• Generate reports on procurement status, resource utilization, SLA compliance, inventory, and expenses.
• Ensure compliance with company procurement policies and audit requirements.

Required Skills & Competencies

• Strong knowledge of IT procurement and vendor management processes.
• Experience in Purchase Order creation, invoice processing, and contract management.
• Proficiency in Microsoft Excel, including trackers, reporting, and data analysis.
• Strong negotiation and stakeholder management skills.
• Excellent coordination and communication abilities.
• Attention to detail and strong record-keeping capabilities.
• Ability to manage multiple priorities across locations and stakeholders.

Preferred Experience

• 3-6 years of experience in IT Procurement, Administration, Vendor Management, or Operations.
• Experience in handling IT assets, software procurement, vendor onboarding, and SLA tracking.
• Exposure to working with cross-functional teams and multiple vendors.

Key Deliverables

• 100% timely readiness and dispatch of laptops/IT assets for new joiners.
• Effective software license and IT procurement management.
• Accurate SLA and project tracking across Mumbai and Hyderabad locations.
• Timely onboarding of approved vendor resources.
• Accurate PO generation, agreement management, invoice processing, and billing support.
• Weekly and monthly reporting with high data accuracy.