IT Procurement Specialist

About the Role

The IT Procurement Specialist supports the administration of Salas O'Brien's technology assets, purchasing activities, invoices, and vendor accounts. This entry-level role helps maintain accurate records, coordinates equipment and software requests, and supports the timely processing of IT purchases and renewals. The ideal candidate is organized, detail-oriented, comfortable working with data, and interested in developing experience in IT operations, procurement, and asset management.

Key Responsibilities

• Asset Lifecycle Administration (Hardware and Software)

• Maintain accurate records of hardware and software assets throughout their lifecycle.

• Track physical equipment from acquisition and deployment through reassignment, return, and retirement.

• Assist with assigning or removing software access based on business needs, approvals, and usage.

• Maintain software license records and help monitor availability, utilization, and renewal dates.

• Support periodic audits and reconciliation of hardware, software, and inventory records.

• Coordinate with IT team members and business partners to resolve missing, incomplete, or inaccurate asset information.

• Procurement Support

• Assist with sourcing and ordering IT equipment, including laptops, peripherals, mobile devices, and infrastructure components.

• Coordinate with internal teams and vendors to support the timely fulfillment of approved procurement requests.

• Track purchase requests, orders, expected delivery dates, and receipt of equipment.

• Monitor vendor contract and subscription timelines and assist with purchase and renewal planning before expiration.

• Maintain organized procurement records, quotes, order confirmations, and related documentation.

• Invoice and Account Coordination

• Process IT-related invoices and help ensure expenses are coded to the appropriate business unit, department, project, or account.

• Review invoices against purchase records, quotes, and order confirmations for accuracy.

• Work with internal teams and vendors to confirm invoice details and resolve discrepancies.

• Maintain purchase and payment records and assist with tracking recurring expenses and renewal costs.

• Support reconciliation of vendor accounts, subscriptions, and purchase activity.

• Reporting and Administrative Support

• Maintain trackers, spreadsheets, and basic reports related to IT assets, purchases, invoices, contracts, and renewals.

• Organize electronic records so information is complete, current, and readily accessible.

• Respond to routine requests and provide professional, timely updates to internal stakeholders.

• Support process improvements that strengthen accuracy, visibility, and efficiency.

• Perform other related duties and special projects as assigned.

Requirements & Tech Stack

• Qualifications and Experience

• Diploma or bachelor's degree in Commerce, Business Administration, Information Technology, Supply Chain Management, or a related field.

• Strong attention to detail and accuracy when handling records, invoices, and data.

• Familiarity with common IT hardware, software, and technology terminology.

• Proficiency in Microsoft Excel for tracking data, organizing information, and creating basic reports.

• Working knowledge of Microsoft Outlook, Word, and Teams.

• Clear and professional written and verbal communication skills.

• Strong organizational and time-management abilities, with the ability to manage multiple requests and priorities.

• Ability to follow established procedures and appropriately handle confidential information.

• Preferred Qualifications

• Coursework in procurement, supply chain management, accounting, finance, or information technology.

• Internship, co-op, academic, volunteer, or entry-level exposure to procurement, inventory management, finance, administration, or IT support.

• Exposure to asset-management, purchasing, accounting, help-desk, or ticketing systems.

• Travel

• Occasional travel may be required to support equipment inventories, office activities, or team collaboration.