IT Procurement Specialist – Middle

Overview:

SOFTSWISS is hiring an IT Procurement Specialist to join our team. You will manage the purchasing and lifecycle of IT assets across the company, ensuring our teams have the equipment and software they need to work effectively. Your work will support operational efficiency and help maintain a well-structured IT asset management process across our global offices.

Purpose of the role:

You will oversee procurement of software licenses, servers, and data center services, while ensuring cost efficiency, accurate asset tracking, and smooth collaboration with vendors and internal teams. You will work closely with Engineering, Finance, and Legal teams, helping ensure IT resources are purchased, delivered, documented, and paid for in a timely and efficient manner.

Key responsibilities:

Manage IT Procurement:

• Coordinate procurement of software licenses, monitor deliveries, and help resolve vendor or billing issues.
• Research vendors and compare offers to identify cost-effective solutions.
• Request and review quotes, negotiate pricing when possible.
• Coordinate with suppliers regarding orders, deliveries, and procurement-related questions.
• Monitor market trends, pricing models, and vendor offerings to identify cost optimization opportunities.

Manage IT Assets and Licenses:

• Maintain accurate records of software licenses and vendor contracts.
• Track the lifecycle of IT assets, including purchase, allocation, renewal, warranty, and end-of-life.
• Track purchased assets and ensure internal inventory systems remain up to date.
• Provide teams with visibility into software usage and resources.

Support Financial and Contract Processes:

• Coordinate the contract approval and signing process with internal stakeholders.
• Review invoices and ensure they match agreed terms.
• Track procurement expenses and coordinate with the Finance department.
• Identify opportunities to optimize IT spending and improve procurement efficiency.
• Assist in resolving payment discrepancies or processing issues.
• Support teams in budget planning for software and IT infrastructure.

Improve Procurement Operations:

• Maintain procurement documentation and internal knowledge pages (e.g., Confluence).
• Help standardize and improve procurement workflows across teams.
• Support the setup and management of external services required by the company.

Required Experience:

• 2+ years of experience in IT procurement, vendor management, or IT asset management.
• Experience working with major software licensing or infrastructure vendors.
• Understanding of procurement processes, contracts, and vendor communication.
• Ability to work with financial documents, invoices, and budgeting processes.
• Strong organizational skills and attention to detail.
• Ability to manage multiple requests and priorities simultaneously.
• English level – B1 and above.
• Russian level – B2 and above.
• Strong communication and collaboration skills.

Nice to have:

• Familiarity with building IT asset management systems and software license management best practices.
• Knowledge about data center vendors or cloud infrastructure providers.
• Experience with the 1C ERP system.

Learn more about our hiring process here (link) – what to expect, how to prepare, and what makes SOFTSWISS different.