IT Procurement Specialist

About XPERTECHS

XPERTECHS is a Managed Intelligence Provider delivering IT services, cloud solutions, cybersecurity, automation, and strategic consulting to help organizations operate smarter and grow securely. Our team maintains the highest levels of industry certifications across business technology and operates a full network support and operations center. We specialize in solving complex technology, infrastructure, and operational challenges while maintaining a trusted advisor relationship with our clients.

The Position

The IT Procurement Specialist owns the full lifecycle of both hardware procurement and software asset management for XPERTECHS clients and some internal systems. This role bridges purchasing, licensing compliance, vendor relationships, and operational support — ensuring our teams and clients have the right tools, at the right cost, fully licensed and on time. You will partner closely with the Projects Team, NOC/SOC Team, vCIO’s, CTA’s, and technical teams while also serving as the single point of contact for key vendor and distributor relationships.

The ideal candidate brings a strong procurement foundation combined with a sharp understanding of software licensing (Microsoft 365, CrowdStrike, Adobe, Bluebeam, SonicWall, Cisco Meraki, and more) in an MSP environment. You are fast-paced, detail-oriented, process-driven, and comfortable operating across both day-to-day operational tasks and strategic vendor negotiation.

Procurement Job Duties

Hardware Procurement & Vendor Relations

• Establish and maintain key vendor relationships; serve as the single point of contact for outside vendors and distributors.
• Obtain, review, and negotiate vendor quotes. Place and manage all equipment purchases, including receiving, creating configurations in ConnectWise, and making equipment promptly available to assigned resources.
• Develop consistent hardware options for clients based on their needs and requests, working with multiple manufacturers to remain manufacturer agnostic.
• Create purchase orders in ConnectWise and verify pricing accuracy prior to receiving.
• Maintain physical inventory for both internal and external stakeholders; establish par levels and reorder as necessary to maintain ample stock.
• Handle shipping and receiving.

Software Asset & License Lifecycle Management

• Manage end-to-end software lifecycle: request ? approval ? procurement ? deployment ? documentation ? renewal/true-up ? retirement.
• Coordinate software volume licensing; review license requirements for new deployments.

Operations Support & Proposal Writing

• Own the internal sales process from writing proposals and sending for signature through creating opportunities and sales orders in ConnectWise Sell.
• Work with clients in conjunction with vCIO to understand future needs, timing, and budgets; proactively make recommendations that support those needs.
• Build proposals with detailed line-item listings including accurate costs; apply approved profit margins and build in advanced estimates for items with pricing variability.
• Interact and coordinate with technical team members across all departments to offer support and ensure the best client experience possible.

Vendor & Distributor Management

• Own relationships with Microsoft CSP/Pax8, CrowdStrike, Adobe, Bluebeam, SonicWall, Cisco Meraki, Check Point, and other providers.
• Negotiate renewals, multi-year agreements, co-term dates, and price protection; manage VIP and MSP-oriented programs.
• Own the rebate and claim process for vendor incentives. 
• Maintain a calendar of critical renewals and support SLAs, ensuring uninterrupted service.

Process, Tooling & Automation

• Standardize and document procurement processes (request workflows, approvals, entitlement checks) and integrate with internal tools.
• Operate and improve department tooling (e.g., M365 License Reports, Meraki Dashboard, CrowdStrike Consol, MDR console, etc).
• Work with the team to build automation and reporting (Power BI, Excel models, API scripts) to monitor utilization, renewals, noncompliance, and margin.
• Take initiative to further optimize internal processes and remove friction from procurement and licensing workflows.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and/or Experience: This position requires a minimum of an Associate’s Degree (with a Bachelor’s degree preferred); at least 2 years in purchasing and business operations experience at a small or mid-sized business; or an equivalent combination of education and/or experience. MSP or technology services industry experience strongly preferred.  Must be able to effectively communicate in specific terms about technologies used by our clients, including Windows Server, Microsoft Exchange Server, HP Servers, Router/Switches, Firewall Appliances, VoIP and IP environment, and CAT5e/CAT6 Infrastructures.

Knowledge, Skills & Abilities

• Strong aptitude in both hardware procurement and software license management.
• Working knowledge of MSP-common platforms: Microsoft 365 (CSP/direct), CrowdStrike, Adobe VIP, SonicWall, Meraki, Pax8, Bluebeam, and Check Point.
• Familiarity with ConnectWise Manage and ConnectWise Sell (or equivalent PSA/quoting tools).
• Analytical and financial acumen: forecasting, variance analysis, cost allocation, margin protection.
• Process excellence mindset: standardization, documentation rigor, and continuous improvement.
• Strong vendor negotiation skills: value-based renewal strategy, price protection, and bundling.
• Excellent written and verbal communication skills; ability to produce clear, client-friendly documentation.
• Highly detail-oriented with strong organizational, multi-tasking, and prioritization skills.

Physical Demands: While performing the duties of this job, the employee is regularly required to communicate with and present information to others and access information using a computer for several hours at a time. Employees must have mobility throughout the office and may occasionally drive or ride up to 30 miles to other service locations. 

Client/Relationship Management: The Procurement & Operations Support Specialist establishes and builds relationships with clients. Applies knowledge to the business and provides personalized, value-added service. Demonstrates willingness to meet or exceed needs of clients by pursuing improved courses of action; delivers products and services that best serve client needs; uses client feedback as a basis for improving service and performs necessary follow-up work without being prompted.

Collaboration/Teamwork: The Procurement & Operations Support Specialist creates commitment to common goals; identifies competing interests and finds ways to balance them; values contributions of all team members and other constituencies; values team accomplishments over individual accomplishments; leverages others’ strengths and experiences to achieve team goals; co-operates with colleagues and shares resources.

Core Competencies:

• Analytical & Financial Acumen — Forecasting, variance analysis, margin protection.
• Vendor Negotiation — Value-based renewal strategy, price protection, bundling.
• Process Excellence — Standardization, automation, continuous improvement.
• Communication — Clear, client-friendly documentation; cross-functional collaboration.
• Operational Agility — Able to balance strategic initiatives with day-to-day procurement and support tasks.

Core Values: At XPERTECHS, our core values shape how we serve clients, support one another, and make decisions every day. We look for team members who not only have the right skills, but who also reflect the mindset and character that define our culture and our long-term success.

• All In — We show up with commitment, energy, and accountability. Being All In means taking ownership, supporting the team, and doing what it takes to deliver excellent outcomes for clients and colleagues.
• Innovative — We challenge the status quo and look for smarter ways to solve problems. We value curiosity, continuous improvement, and the ability to apply technology, automation, and fresh thinking to create better results.
• Do the Right Thing — We act with integrity, honesty, and professionalism, even when no one is watching. We build trust by making sound decisions, owning mistakes, and always putting the best interests of clients, teammates, and the company first.
• Service Driven — We are committed to delivering an exceptional experience in every interaction. We listen carefully, communicate clearly, follow through, and look for ways to create value that strengthens long-term client relationships.

All job requirements are subject to possible modifications. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Requirements are representative of minimum levels of knowledge, skills, and/or abilities to perform this job successfully; the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment is on an “at-will” basis.

Employee must be able to relate to other people beyond giving and receiving instructions: (a) can get along with other co-workers or peers without exhibiting behavioral extremes; (b) perform work activities requiring negotiating, instructing, supervising, persuading or speaking to others; and (c) respond appropriately to constructive criticism from a supervisor.

Working at XPERTECHS

In between our efforts, triumphs, and dedication to our clients, comes a fast-paced, team-oriented and friendly family culture that helps drive the success of our organization. An open concept office and huddle “style” meetings help create a casual and collaborative atmosphere. Neckties are cut loose on day one to help emphasize our unique philosophy. Staying fast, efficient, and flawless is our competitive edge. Our team-first approach extends far beyond typical business hours. XPERTECHS runs multiple social events throughout the year and supports both employees and their families. We relax with trips to the ballpark, annual company outings, and frequently catered lunches! A team that plays together wins together.