IT Procurement and Billing Coordinator - USA

Zazz•Franklin, TN

4d•Onsite

About The Position

The IT Procurement and Billing Coordinator manages the day-to-day administration of sales opportunities, quotations, purchasing and client billing within Zazz Managed IT Services. The role uses HaloPSA to maintain accurate commercial records and move activity from initial requirements and client approval through ordering, fulfilment, invoicing and payment follow-up. Procurement, sales administration and billing are the primary focus. Based full-time in the Franklin office, the coordinator also receives, prepares, packs and dispatches client hardware, provides practical on-site assistance to remote engineers, and carries out occasional basic IT support tasks when required. Success is measured by accurate and timely commercial processing, consistent payment follow-up, reliable stock and asset records, correct and timely equipment delivery, and clear communication with clients, suppliers, Finance and engineering.

Requirements

Experience in IT procurement, sales administration, order processing, billing or a comparable operational role, with strong accuracy and follow-through.
Ability to prepare quotations, process orders and invoices, check costs and margins, and manage payment follow-up professionally.
Confidence using CRM, PSA, invoicing or purchasing systems, spreadsheets and Microsoft 365, and ability to learn and follow HaloPSA workflows.
Practical familiarity with laptops, desktops, peripherals and basic networking, and ability to follow documented builds and assist engineers safely.
Strong organisation and communication skills, including the ability to balance client deadlines, supplier issues, stock movements and billing tasks.
Ability to work full-time from the Franklin office and safely receive, prepare, pack and move IT equipment, using appropriate handling assistance or equipment when needed.

Nice To Haves

Experience in an MSP, IT reseller or distributor, particularly with HaloPSA CRM quoting, purchasing, stock and billing functions.
Experience with licence subscriptions, recurring billing, inventory control, courier bookings, warranty returns and supplier portals.
Experience with Windows deployment, device enrolment, NinjaOne or similar tools.
Relevant entry-level IT training or certification.

Responsibilities

Create and maintain sales opportunities in HaloPSA CRM, including client requirements, products and services, opportunity stages, values, expected dates, ownership and next actions.
Confirm specifications, quantities, compatibility, licensing and delivery requirements with account owners and engineers before preparing quotations.
Obtain supplier pricing and availability, calculate selling prices using approved margins, and prepare clear quotations for hardware, software, services, delivery charges and approved tax treatment.
Send approved quotations to clients, respond to commercial queries, follow up on outstanding decisions, and maintain quotation versions, expiry dates and client acceptance evidence.
Progress accepted quotations into sales orders, purchasing and fulfilment records; coordinate handovers to engineering and Finance and update clients on lead times and changes.
Raise approved purchase orders for hardware, software, licences and related services, linking them to the correct client, quote, sales order or internal requirement.
Compare suppliers on total cost, availability, lead time, warranty and suitability; coordinate substitutions with engineers and obtain approval for changes to agreed specifications or pricing.
Track order acknowledgements, backorders, partial deliveries and expected arrival dates; chase suppliers and communicate delays promptly.
Check received goods against purchase orders and delivery records, record shortages, damage or incorrect items, and coordinate returns, warranty claims, replacements and supplier credits.
Maintain product, supplier, cost, serial number and stock records; allocate equipment to clients, reconcile physical stock, and track loan, returned and unassigned equipment.
Coordinate licence purchases and renewals, checking quantities, renewal dates, cancellation deadlines and client approval.
Prepare, raise and send client invoices through HaloPSA and the agreed Finance workflow, using the correct billing entity, contacts, purchase order references, terms and approved billing triggers.
Check invoice lines against accepted quotes, contracts, delivery evidence, completed work and approved charges, including quantities, rates, dates, shipping charges and approved tax treatment.
Support recurring service and licence billing, including approved additions, removals, renewals and pro-rated charges; investigate missing, duplicate or inconsistent items before release.
Monitor outstanding invoices and aged balances, send reminders, contact clients about overdue payments, and record promised payment dates and follow-up actions.
Investigate billing queries with Finance, account owners and engineers; escalate disputes and overdue accounts, and process authorised corrections or credit notes through the approval route.
Match supplier invoices to purchase orders and receipts, flag discrepancies for Finance, help reconcile billing records and payment status, and prepare updates on unbilled orders, overdue invoices and unresolved exceptions.
Maintain an audit trail of approvals, client communications, purchases and billing activity; follow delegated approval limits and coordinate payment confirmation with Finance. Obtain approval for payment plans or write-offs.
Keep clients and colleagues informed, with clear owners and dates for outstanding actions.
Receive and securely store client equipment, record serial numbers and asset tags, and maintain traceability through configuration, dispatch, return or disposal.
Prepare laptops and desktops using approved build instructions, including operating-system installation or provisioning, updates, device management enrolment, approved software and security tools, and readiness checks.
Assist remote engineers on site by connecting power, network and console cables to switches, firewalls and servers, establishing approved remote access, and following configuration and testing instructions.
Obtain required technical sign-off, verify the client, recipient and delivery address, pack equipment securely with required accessories, arrange shipping, record tracking details and confirm delivery.
Assist with basic device setup and troubleshooting when required, document work in HaloPSA and escalate issues beyond capability.
Protect client data and credentials and follow authorised handling and wiping procedures for returned equipment.