Procurement Administrator

We are seeking a detail-oriented Procurement Administrator to manage purchasing activities, vendor coordination, pricing, quoting accuracy, licensing oversight, and return processes. This role works closely with Sales, Quoting, Operations, and Warehouse teams to ensure vendor quotes are accurate, current, and aligned with project and client requirements.

The Procurement Administrator plays a critical role in ensuring products and licenses are ordered correctly, pricing is validated, timelines are met, and financial budgets remain accurate.

Key Responsibilities

Purchasing & Vendor Coordination

Source products and confirm technical compatibility and pricing

Track order ETAs and expedite purchases when required

Manage vendor deal registrations and purchasing portals

Initiate and track RMAs and vendor credits

Sales & Quoting Support

Coordinate closely with Sales and Quoting teams to support active opportunities

Request, validate, and track vendor quotes to ensure accuracy and completeness

Ensure vendor quotes provided to Sales are current, unexpired, and compliant with vendor terms

Follow up with vendors to refresh expired or expiring quotes as needed

Maintain organized records of vendor quotes and pricing history

Licensing & Financial Accuracy

Weekly audit of invoices for accuracy and completeness

Ensure licenses are delivered, assigned, and properly applied to client hardware

Track and manage internal license usage (Microsoft, Adobe, Bluebeam, etc.)

Troubleshoot vendor portal, licensing, and entitlement issues

Cross-Functional Collaboration

Work closely with Service, Operations, and Warehouse teams on order fulfillment and delivery status

Provide clear updates to Sales and Project Managers regarding pricing, availability, and lead times

Required Qualifications

Bachelor s degree in supply chain, business administration, operations management, or a related field is preferred

5+ years of experience in procurement, purchasing, or operations

Experience supporting sales or quoting teams in a procurement or vendor-facing role

Strong vendor communication and negotiation skills

High attention to detail and documentation accuracy

Experience working with a CRM and ticketing system

Ability to adapt to changing priorities and adjust plans accordingly

Proficiency in Microsoft Office and procurement systems

Ability to manage multiple priorities and deadlines in a fast-paced environment

Demonstrated ability to maintain confidentiality and handle sensitive information responsibly.

High degree of reliability and accountability for assigned responsibilities.

Ability to lift up to 50 lbs as needed for backup