IT Procurement Specialist

XPERTECHS • Columbia, MD

8h • Onsite

About 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.

Requirements

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Nice To Haves

• Bachelor’s degree preferred
• MSP or technology services industry experience strongly preferred

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• A 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree