What are the responsibilities and job description for the IT Procurement & Systems Administrator position at Vaco by Highspring?
The ideal candidate will have 3 years of experience working with software contracts and vendor management.
We also need someone who has direct hands on Okta Administration experience.
Responsibilities:
- Lead end-to-end software procurement: Serve as single point of accountability for vendor evaluations, contract negotiations, renewals, and strategic vendor relationship management across all teams
- Build foundational systems: Design and implement a centralized system of record for software tools, licenses, usage tracking, and create comprehensive dashboards for leadership decision-making
- Drive cross-functional collaboration: Partner with Legal, Finance, IT, and Security to establish streamlined approval workflows and define clear handoff processes between functional teams and centralized support
- Optimize costs and mitigate risks: Identify opportunities for tool consolidation, license optimization, improve forecasting accuracy, and ensure compliance with internal policies and regulatory requirements
- Develop scalable processes: Create transparent, easy-to-follow procurement policies and serve as strategic advisor to business leaders on software decisions
Required Qualifications:
- 3 years of experience in enterprise systems architecture, business systems analysis, or strategic operations roles at tech companies
- Proven track record of building scalable processes and systems from scratch in fast-paced environments
- Hands on Okta administration experience is critical for this role.
- Strong vendor negotiation and contract management experience with SaaS/software vendors
- Systems thinking and product management approach to operational challenges
- Excellent cross-functional collaboration and stakeholder management skills
- Data-driven approach to problem-solving with experience creating dashboards and reporting
- Entrepreneurial mindset with bias toward action and comfort with ambiguity
Preferred:
- Experience with procurement management tools (e.g., Zip) and integrations
- Background in IT asset management or software license optimization
- Familiarity with security and compliance frameworks in software procurement
- Experience working with Legal teams on contract standardization and risk assessment
- Knowledge of SaaS pricing models and negotiation strategies
- Previous experience in high-growth tech companies with complex software ecosystems
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
