Senior IT Purchasing Specialist
Role details
Job location
Tech stack
Job description
This is more than a job. It's a chance to build, grow, and make a real impact! Join our team as our new Senior IT Purchasing Specialist! The Senior IT Purchasing Specialist is responsible for the daily executionand opimization of the procurement processes for IT goods and services within the IT Chapter organization. This role serves as the primary operational interface between IT stakeholders, the corporate Procurement department, suppliers, and Accounting/Finance teams. The specialist processes purchase requests, solicits quotes, creates requisitions and purchase orders in the corporate procurement tool, tracks deliveries, reconciles IT spending against budget, and troubleshoots invoice processing issues. This position requires a thorough understanding of IT suppliers, products, services, licensing models, and corporate procurement policies. Responsibilities:
Purchase Request Processing & Order Management
- Receive, review, and validate purchase requests originating from IT Chapter teams (infrastructure, applications, cybersecurity, modern workplace, etc.).
- Qualify requests by confirming specifications, quantities, budget availability, and alignment with IT standards and approved vendor lists.
- Create requisitions and submit purchase orders in the corporate procurement tool, ensuring all required supporting documentation is attached (quotes, proposals, supplier comparisons, email exchanges).
- Ensure compliance with the company's procure-to-pay (P2P) policies, including that no commitments are made without an approved purchase order.
- Confirm receipt of goods and services to enable timely supplier payment.
Quoting & Vendor Management (Known Vendors & Items)
- Request and evaluate quotes from approved/known vendors for standard IT equipment, software licenses, SaaS subscriptions, maintenance renewals, and accessories.
- Work with IT stakeholders and IT buyers from the purchasing team to optimize pricing, terms, delivery schedules, and service-level agreements.
- Maintain accurate and up-to-date records of vendor contacts, pricing agreements, lead times, and catalog items within the corporate procurement tool.
Interface with Corporate Procurement Department
- Collaborate with the Procurement for onboarding new suppliers, including submitting Supplier Creation Requests and coordinating collection of supplier registration forms and banking details.
- Partner with Procurement on Requests for Proposal (RFP) and competitive sourcing activities for new or high-value IT purchases.
- Support legal and security review processes as required for new contracts and vendor agreements.
- Ensure alignment with corporate procurement strategy, compliance frameworks, and governance standards.
Purchase Tracking & Supplier Follow-Up
- Track open purchase orders from requisition through delivery, proactively following up with suppliers on order status, shipping confirmations, and estimated delivery dates.
- Assist in resolving order discrepancies, delays, shortages, or quality issues with suppliers in a timely manner.
- Escalate supplier performance issues and support periodic vendor evaluations.
Budget Reconciliation & Spend Management
- Reconcile IT purchases and actuals against approved IT budgets on a regular basis (monthly/quarterly).
- Maintain accurate spend records by activity, project, and category to support IT financial planning and FinOps practices.
- Provide spend reports and variance analyses to IT leadership to support budget reviews and forecasting.
- Identify cost-saving opportunities through volume consolidation, contract renegotiation, or alternative sourcing.
Invoice Processing & Accounting Troubleshooting
- Serve as the primary liaison between IT, Accounting/Finance, and suppliers for invoice-related issues.
- Investigate and resolve invoice discrepancies, including mismatches between purchase orders, receipts, and invoices (PO-GR-Invoice three-way match).
- Coordinate with the Procurement Support team to address processing errors or workflow issues.
- Ensure timely resolution of blocked or disputed invoices to maintain positive supplier relationships and avoid payment delays.
Requirements
Do you have experience in Workday?, Do you have a Bachelor's degree?, * Bachelor's degree in Business Administration, Supply Chain Management, Information Technology, Finance, or a related field.
- Equivalent combination of education and relevant experience will be considered., * 5+ years of experience in IT procurement, purchasing, or vendor management in a corporate environment.
- 1+ years of hands-on experience with Workday Procurement (requisitions, purchase orders, receipts, supplier management) or a comparable ERP procurement module (SAP MM, Oracle).
- Demonstrated experience interfacing with corporate procurement/sourcing teams and managing RFP processes.
- Experience with IT budget tracking, spend reconciliation, and invoice dispute resolution.
Technical Knowledge
- Strong understanding of IT products, services, and licensing models (hardware, software, SaaS/subscription, perpetual, maintenance/support contracts, cloud services).
- Familiarity with IT asset lifecycle management and inventory practices.
- Working knowledge of procure-to-pay (P2P) processes and three-way invoice matching.
- Proficiency in Microsoft 365 (Excel, Teams, SharePoint) and reporting/analytics tools.
Multilingual skills (English/French) are a plus
Benefits & conditions
We offer benefits that support your health, growth, and lifestyle, so you can thrive at work and beyond, including health coverage, retirement plans, paid time off, flexible work, career development, competitive pay, and global culture perks.