Procurement & Purchasing Coordinator

# Procurement & Purchasing Coordinator ## About us We're a growing IT services company focused on keeping our customers protected and productive. We provide managed IT services, Microsoft licensing, cybersecurity, cloud services, projects, and technology consulting for small and mid-sized organizations. We are looking for a detail-oriented Procurement & Purchasing Coordinator to help manage purchasing, vendor coordination, licensing, hardware/software orders, renewals, and internal purchasing processes. This person will play a key role in making sure customer orders are accurate, timely, documented, and properly handed off between sales, operations, finance, and technical teams. ## Role Overview The Procurement & Purchasing Coordinator will be responsible for coordinating technology purchases from quote approval through ordering, fulfillment, documentation, and billing handoff. This includes working with vendors and distributors, tracking hardware and software orders, helping manage Microsoft and other cloud licensing, keeping purchasing records accurate, and ensuring internal teams have visibility into order status. This role is ideal for someone who is organized, process-driven, comfortable communicating with vendors and internal teams, and able to manage multiple requests at once without letting details fall through the cracks. ## Key Responsibilities Manage the purchasing process for hardware, software, cloud services, licensing, and other technology products. Coordinate with vendors, distributors, and partners to obtain pricing, availability, order status, shipment details, and renewal information. Place and track customer and internal orders from approval through delivery. Maintain accurate purchasing records, order documentation, vendor information, and customer licensing details. Work with sales, managed services, professional services, and finance to ensure purchases are properly quoted, ordered, fulfilled, invoiced, and documented. Assist with Microsoft CSP licensing, including new license purchases, quantity changes, renewals, and customer licensing reviews. Help reconcile vendor invoices, customer orders, and internal records to ensure accuracy. Track shipment status, backorders, delays, returns, RMAs, and warranty-related items. Support standardization of purchasing processes, templates, checklists, and vendor workflows. Help maintain product catalogs, pricing references, vendor contacts, and internal procurement documentation. Communicate clearly with internal teams about order status, delays, missing information, and next steps. Identify opportunities to improve purchasing efficiency, reduce errors, and strengthen vendor management. ## Qualifications Strong attention to detail and ability to manage multiple requests at the same time. Excellent written and verbal communication skills. Comfortable working with vendors, distributors, internal teams, and customer-facing staff. Ability to follow processes while also helping improve them over time. Strong organizational skills and a high level of ownership. Comfortable working with spreadsheets, business systems, ticketing systems, quoting tools, and vendor portals. Basic understanding of IT hardware, software, cloud licensing, or managed services is preferred. Experience with Microsoft 365 licensing, CSP programs, IT procurement, or MSP operations is a plus. Experience with tools such as HaloPSA, QuickBooks Online, HubSpot, Microsoft 365, or distributor portals is a plus. ## Ideal Candidate The ideal candidate is someone who is dependable, organized, and proactive. They enjoy bringing order to moving parts, following up until things are complete, and making sure the right people have the right information at the right time. They do not need to be deeply technical, but they should be comfortable learning technology products, licensing models, vendor systems, and internal processes. They should care about accuracy, clear communication, and helping the company deliver a better experience for customers. ## Success in This Role Looks Like Orders are placed accurately and on time. Licensing changes are tracked and communicated clearly. Vendor and distributor follow-ups happen without constant reminders. Internal teams know the status of customer orders. Purchasing records are accurate and easy to reference. Billing handoffs are clean and complete. Processes become more consistent, documented, and scalable. Customers receive what they need without unnecessary delays or confusion. ## Why Join Us? You will join a growing company where your work directly impacts customer experience, operational efficiency, and our ability to scale. This role is a great fit for someone who wants to build strong systems, improve processes, and become a key part of how technology services are delivered. We value ownership, integrity, optimistic excellence, and unreasonable hospitality. We want people who care about doing good work, solving problems, and helping customers get better outcomes. ## Position Details Title: Procurement & Purchasing Coordinator Department: Operations / Finance & Business Operations / CSP Reports To: Company Leadership or Operations Manager Employment Type: Full-time Location: Missouri area preferred; hybrid or remote may be considered for the right candidate