Procurement & Vendor Management Manager

RapidFort, Inc.

4d•$145,000 - $165,000•Hybrid

About The Position

RapidFort is a cybersecurity company helping organisations secure software supply chains, reduce vulnerabilities, and minimise the attack surface of containerised applications. The Procurement & Vendor Management Manager will build and manage purchasing processes, vendor relationships, and commercial commitments in a growing technology company. The role owns the full vendor lifecycle, from sourcing and negotiation through contracting, onboarding, renewals, performance monitoring, and offboarding. Reporting to the VP of Finance, the manager partners with IT, Security, Legal, Accounting, Sales, and department leaders to support informed purchasing decisions, strengthen financial controls, and improve value from vendor relationships. The position combines strategic negotiation with hands-on operational execution. It covers procurement and sourcing across software, cloud infrastructure, professional services, consulting, recruiting, marketing, facilities, and other operating needs; vendor and contract administration; SaaS and cloud renewals; purchasing controls and onboarding; coordination with Finance and Accounting; customer setup and portal administration; spend reporting; and process improvement. The manager will establish scalable workflows, policies, records, and controls, while personally managing negotiations, documentation, deadlines, and operational issues. The role is based in the Palo Alto / San Francisco Bay Area with a hybrid working arrangement. It is full-time and exempt, reports to the VP of Finance, and offers a base salary of $145,000–$165,000 annually, a target bonus of 10% of base salary, and eligibility for stock options based on level and experience.

Requirements

At least 5 years of relevant experience in procurement, strategic sourcing, vendor management, purchasing, or a related function.
Experience negotiating SaaS, technology, professional services, or comparable commercial agreements.
Strong knowledge of vendor lifecycle management, contract administration, and renewal management.
Strong analytical and financial skills, including the ability to evaluate pricing models, contract economics, and spending trends.
Excellent organisational skills and the ability to manage multiple negotiations, renewals, and deadlines.
Clear written and verbal communication skills.
Experience partnering with Finance, Accounting, IT, Security, Legal, and business leaders.
Ability to work independently and take ownership in a fast-paced, growing organisation.
Bachelor’s degree in Business, Finance, Accounting, Supply Chain, Operations, or a related field, or equivalent relevant experience.

Nice To Haves

Experience in a SaaS, cybersecurity, cloud, or technology company.
Experience building or formalising a procurement function.
Familiarity with cloud purchasing and enterprise software agreements.
Experience with Xero, Bill.com, procurement platforms, or similar financial systems.
Familiarity with security and privacy reviews, SOC 2 environments, and technology vendor risk management.
Experience with customer procurement portals, cloud marketplaces, or customer onboarding administration.
A procurement certification such as CPSM, CPSD, or equivalent; beneficial but not required.

Responsibilities

Manage purchasing across software, cloud infrastructure, professional services, consulting, recruiting, marketing, facilities, and other operating needs.
Partner with department leaders to define requirements, evaluate vendors, assess commercial options, and support vendor selection.
Lead competitive bids, requests for proposals, pricing comparisons, and vendor selection processes where appropriate.
Negotiate pricing, discounts, payment terms, contract duration, renewal provisions, and termination rights.
Identify opportunities to consolidate vendors, eliminate duplicate spending, and improve commercial value.
Establish and maintain a central vendor and contract register, including business owners, contract values, payment terms, approval status, renewal dates, and notice deadlines.
Maintain an organised repository of agreements, statements of work, order forms, amendments, and supporting vendor documentation.
Work with business owners to monitor vendor performance and address service or commercial issues.
Coordinate vendor offboarding and contract termination with appropriate internal teams.
Own the company-wide renewal calendar and implement a 90/60/30-day review process for material contracts.
Review business need, utilisation, license counts, and spending before renewal decisions; renegotiate agreements and coordinate reductions or cancellations where appropriate.
Prevent unintended automatic renewals and ensure contractual notice deadlines are met.
Partner with IT and Security on SaaS, cloud, and technology purchasing decisions.
Build a scalable purchasing workflow covering business justification, budget verification, procurement review, required Security and Legal reviews, financial approval, contract execution, and vendor setup.
Establish purchasing thresholds, approval requirements, and purchase order processes where appropriate.
Coordinate vendor onboarding and collect required contracts, tax forms, insurance certificates, payment terms, and other supporting documentation.
Ensure banking information is collected through approved secure processes and escalate purchasing exceptions to the VP of Finance.
Reconcile vendor records with accounting and accounts payable systems to identify missing documentation or unapproved purchases.
Provide Accounting with executed agreements, payment schedules, and changes in contractual commitments.
Identify prepaid and multi-period agreements and support vendor-spend forecasting, while coordinating with Accounting, which retains responsibility for transaction recording and approved payments.
Partner with Sales, Finance, and Accounting to set up customers in internal systems and external procurement, billing, and payment portals.
Coordinate customer master data, billing contacts, purchase order requirements, invoicing instructions, tax documentation, and portal access.
Support customer account setup and maintenance in cloud marketplaces and procurement platforms, including AWS Marketplace, Microsoft Azure Marketplace, Google Cloud Marketplace, Oracle, Zip, Coupa, PeopleSoft, SAP, and Workday.
Help resolve portal access, invoice submission, purchase order, and payment-processing issues.
Maintain accurate customer setup records and communicate billing requirement changes to Accounting and Accounts Receivable.
Provide visibility into vendor spend by department and category, SaaS and cloud costs, upcoming renewals, and contractual commitments.
Track negotiated savings, cost avoidance, unused licenses, duplicate vendors, and vendor concentration.
Deliver regular procurement and spend reporting to the VP of Finance and executive leadership.
Develop practical policies for purchasing, competitive bidding, contract approvals, renewals, emergency purchases, and vendor offboarding.
Build controls that support sound financial decisions and efficient business operations.
Establish a complete, reliable company-wide vendor and contract register; implement a consistent renewal review process; and create a standard purchasing workflow and approval framework.
Give leadership accurate visibility into vendor spending and commitments, identify unnecessary costs, deliver measurable savings or cost avoidance, improve vendor documentation and cross-functional coordination, and establish reliable customer setup and portal administration processes.