IT Procurement Coordinator

About Radiology Asso ciates Radiology Associates is a trusted leader in diagnostic imaging and proudly recognized as a Breast Imaging Center of Excellence by the American College of Radiology. We are committed to delivering high-quality, patient-centered care in a supportive and professional environment. Join a collaborative, purpose-driven team making a real impact across our Florida communities through innovation in healthcare. General Summary of Duties: The IT Procurement Coordinator serves as the operational point of coordination for technology purchasing, licensing, renewals, inventory, vendor administration, and equipment logistics across a multi-site healthcare imaging environment. The position supports infrastructure, service desk, clinical systems, integration, security, project, accounting, and operational teams by ensuring that technology products and services are requested, approved, purchased, received, documented, renewed, and retired in a controlled and auditable manner. The role is accountable for maintaining procurement records and strengthening visibility across the lifecycle of hardware, software, cloud services, support agreements, professional services, telecommunications, warranties, certificates, and other technology-related commitments. The coordinator works under the direction of the Director, IT Infrastructure and partners closely with technical owners who define specifications, validate quantities, approve business need, and confirm successful delivery or implementation. Essential Functions: Coordinate technology purchase requests submitted through the organization’s approved IT purchasing or ticketing workflow; verify the requester, business purpose, location, quantity, technical owner, approval, required-by date, billing entity, shipping destination, and supporting documentation before processing. Maintain a centralized and accurate register of software subscriptions, support agreements, maintenance contracts, cloud services, telecommunications services, warranties, SSL/TLS certificates, and other recurring technology commitments. Coordinate renewals and license changes for enterprise platforms common to the environment, including Microsoft cloud licensing, healthcare imaging and PACS solutions, Mirth/NextGen integration support, VMware/Broadcom, Cisco Meraki, ManageEngine, dictation and workflow products, security services, and related vendor support agreements. Coordinate new-vendor setup with Purchasing, Accounting, Security, Compliance, Legal, and the requesting technical owner. Collect required documentation such as vendor forms, W-9 information, payment terms, certificates of insurance, contacts, and applicable agreements. Maintain current sales, account-management, support, renewal, escalation, returns, and billing contacts for strategic suppliers and manufacturers. Coordinate inventory and asset records with the designated asset-management systems and processes, including ManageEngine Endpoint Central, ServiceNow or successor platforms, financial fixed-asset records, and local stock records. Maintain reasonable stock levels for approved standard equipment and critical replacement items. Work with technical owners to distinguish stock replenishment, project procurement, onboarding purchases, break/fix replacements, and non-standard equipment. Open and track warranty claims, returns, replacement requests, and RMAs; retain claim numbers, serial numbers, original order and invoice references, expected credits, shipping labels, deadlines, and vendor status. Coordinate with technical staff to confirm the correct equipment is packaged, shipped, and replaced, and that replacement assets are recorded and delivered to the appropriate location. Work closely with Purchasing, Accounts Payable, Finance, and requesting departments to validate invoices against approved quotes, purchase orders, receiving records, contract terms, quantities, billing periods, and applicable entities or cost centers. Ass…

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