Procurement Specialist

PROCUREMENT SPECIALIST

POSITION SUMMARY

The Procurement Specialist plays a key role in Optimal’s client delivery process by managing the end-to-end lifecycle of technology purchasing — from quoting to fulfillment. The position requires balancing cost control, vendor performance, and customer satisfaction while maintaining accurate records and supporting smooth internal workflows. You will be responsible for sourcing, purchasing and managing hardware, software, and licensing for client environments and internal operations.

You’re right for this position if you’re looking to take the next step in your procurement career and thrive in a fast-paced, growing environment. You’re detail-oriented, proactive, and excited by the challenge of helping a team scale efficiently. This role is ideal for someone who enjoys problem-solving, takes pride in accuracy and organization, and wants to deepen their expertise in IT procurement while contributing to a collaborative, growth-minded team.

Location: Rockville, MD (In-Person)

Scheduled Weekly Hours: 40 (Full-Time)

Travel Required: Less than 5%

Salary Range: $80,000 - $90,000

RESPONSIBILITIES

This position has the following responsibilities:

§ Order Management

o Process client hardware and software orders including laptops, desktops, networking equipment, licenses, and cloud subscriptions.

o Track purchase orders and shipments, confirm delivery, and communicate updates to internal teams and clients.

o Maintain accurate procurement and order records in company systems.

o Manage the receipt of incoming shipments and the shipping of outgoing assets to clients or internal users.

§ Vendor Coordination

o Source and compare pricing and availability across multiple vendors and distributors.

o Develop and maintain strong vendor relationships to support timely and accurate procurement.

o Monitor vendor performance and collaborate with suppliers to ensure quality standards and delivery expectations are met.

§ Client & Team Support

o Partner with Strategic Account Managers to align purchases with client needs, project schedules, and renewal timelines.

o Communicate order status, backorders, and alternative options to internal teams and clients.

o Collaborate cross-functionally with project, finance, and technical teams to ensure smooth handoffs from procurement to implementation.

§ Financial Accuracy

o Assist with invoice reconciliation, purchase order validation, and resolution of order or billing discrepancies.

o Ensure competitive pricing and identify opportunities for cost savings through vendor comparison and negotiation.

o Contribute to overall profitability by managing procurement spend and supporting budget accuracy.

§ Asset Management

o Oversee inventory tracking and asset management using BarCloud or other designated systems.

o Support the lifecycle management of client and internal assets, including receiving, allocation, and decommissioning.

§ Process Optimization

o Continuously evaluate and improve procurement workflows to increase efficiency, accuracy, and scalability.

o Develop and document standardized procurement processes and best practices.

REPORTING RELATIONSHIP

Reports to : Manager of Client Services

This role currently has zero (0) direct report positions

ATTRIBUTES

To be successful in this position employee will have the following attributes:

• Attention to detail. You pay meticulous attention to detail; you always spot the typo, the grammatical mistake, the error in the database, or the incorrect calculation in Excel.

• Organized. You have developed time management skills; you have the ability to work and deliver assigned tasks to identified deadlines.

• Client-focused. You are empathetic and “read” people and situations well. You understand that helping clients meet their business goals is critical to success. You like to take care of people and help make their work easier. You are excellent at setting expectations and careful to deliver on your promises.

• Team player. You have a proven track record for getting results by building strong relationships and partnerships, both with outside clients and internal staff. You promote accountability, foster trust, and are responsive to concerns or questions.

• Flexible. You adjust to changing priorities and operate effectively in a fluid environment.

• Scrupulous, ethical, and honest. You are beyond reproach in business dealings. Internally and externally, you are known to be reliable, accountable, and trustworthy.
  

SKILLS, QUALIFICATIONS AND EXPERIENCE

SKILLS

§ Strong communication and collaboration skills; able to coordinate between account management, finance, and technical teams.

§ Excellent negotiation and vendor management abilities to secure favorable pricing and terms.

§ High attention to detail and organizational skills; able to manage multiple concurrent orders, deadlines, and renewals.

§ Analytical mindset with ability to assess vendor performance, track procurement KPIs, and identify cost-savings opportunities.

§ Proficient in using procurement or PSA tools (e.g., ConnectWise, QuoteWerks, Pax8, or equivalent).

§ Intermediate to advanced Excel skills for tracking purchases, renewals, and budget reconciliations.

§ Strong written documentation and record-keeping abilities.

§ Customer-service orientation with responsiveness and accuracy in support of client needs.

QUALIFICATIONS

• BS/BA in Business, Supply Chain Management, Information Technology or related field; equivalent experience considered.

• Understanding of IT hardware (laptops, desktops, peripherals, networking gear) and common software licensing models (e.g. Microsoft 365, Adobe, antivirus suites).

• Knowledge of vendor ecosystems and distribution channels (e.g. TD SYNNEX, D&H, Ingram Micro).

• Familiarity with purchasing workflows, asset management, and inventory control principles.

• Knowledge of ITIL concepts or service delivery best practices preferred.

• Strong understanding of financial and operational controls within procurement processes.
  

EXPERIENCE

§ 2-4 years of procurement, purchasing, sourcing, vendor management; ideally in an IT Managed Service Provider (MSP) environment.

§ Experience creating purchase orders, reconciling invoices, and handling billing discrepancies with vendors or clients.

§ Demonstrated ability to manage software license renewals, warranties, and subscription lifecycles.

§ Previous involvement with IT asset lifecycle management, RMAs, and returns.

§ Experience working cross-functionally with project teams, account managers, and finance departments