Purchasing Agent / Procurement Specialist

Job Description

Job Description

Position Summary

The Purchasing Agent / Procurement Specialist is responsible for sourcing, purchasing, and managing the procurement of IT hardware, software, peripherals, licensing, and related technology solutions from authorized vendors and distributors. This role helps ensure product availability, competitive pricing, timely order fulfillment, and customer satisfaction while maintaining strong relationships with suppliers and internal sales teams.

The successful candidate will work closely with sales, finance, warehouse, vendors, and customers to optimize purchasing processes, manage inventory levels, resolve procurement issues, and support profitability across the business.

Key Responsibilities

Procurement & Purchasing

·   Source and procure IT products including servers, networking equipment, storage solutions, end-user computing devices, software licenses, cloud subscriptions, security solutions, accessories, and peripherals.

·   Issue and manage purchase orders with vendors and distributors.

·   Obtain and evaluate quotations from multiple suppliers.

·   Negotiate pricing, discounts, rebates, special bid pricing, and contract terms.

·   Develop procurement strategies and sourcing plans.

·   Ensure purchases align with customer requirements, budgets, and delivery timelines.

·   Monitor open purchase orders and follow through to completion.

Vendor & Distributor Management

·   Develop and maintain relationships with technology manufacturers, distributors, and channel partners.

·   Monitor vendor performance including delivery timelines, pricing competitiveness, product availability, and service levels.

·   Participate as a subject matter expert in vendor contract negotiations.

·   Escalate shortages, backorders, pricing disputes, and shipping issues.

·   Participate in quarterly business reviews with key suppliers when required.

·   Attend trade shows and product symposiums.

Sales Support

·   Collaborate with sales representatives on product sourcing, pricing requests, special bid opportunities, and deal registration programs.

·   Provide accurate product cost information to support quoting activities.

·   Assist with alternative product recommendations when requested products are unavailable.

Inventory Management

·   Monitor inventory levels and replenish stock based on demand forecasts.

·   Identify slow-moving, excess, or obsolete inventory.

·   Support inventory accuracy through regular audits and reconciliation processes.

·   Work with sales and operations teams to optimize inventory turns.

Order Management & Logistics

·   Track incoming shipments and coordinate delivery schedules.

·   Work with warehouse and logistics providers to ensure timely receipt and fulfillment.

·   Resolve shipping discrepancies and receiving issues.

·   Ensure accurate documentation of all procurement transactions.

Returns & RMA Administration

·   Coordinate return merchandise authorizations with vendors and distributors.

·   Track return status and replacement timelines.

·   Resolve warranty-related procurement issues.

·   Maintain records for credits, replacements, and vendor claims.

Financial & Cost Management

·   Validate vendor invoices against purchase orders and receipts.

·   Investigate and resolve pricing discrepancies.

·   Monitor gross margin impact related to procurement decisions.

·   Evaluating quotations to select the best vendor based on cost and availability.

·   Assist with rebate tracking and vendor incentive programs.

·   Identify and recommend strategic cost reduction initiatives for implementation.

·   Enables seamless conversion of Canadian Dollars (CAD) to U.S. Dollars (USD), ensuring accurate cost comparisons, budgeting, and reporting. 

·   Manage freight cost recovery processes, ensuring shipping charges are accurately tracked, validated, and recovered, contributing to improved profitability and reduced operational costs.

Reporting & Analysis

·   Generate procurement and purchasing reports.

·   Analyze vendor performance, procurement spend, inventory trends, and cost savings opportunities.

·   Maintain accurate procurement documentation and records.

·   Generate Open Order Reports that provide customers with accurate, up-to-date order status information, including estimated delivery dates (ETAs) and shipment progress.

·   Proactively identify areas for process improvement, implement workflow enhancements, and develop clear, detailed process documentation and job notes to support operational excellence and knowledge sharing.

Education

Diploma or Degree in Communications & Interpersonal Business Communications

Experience

3+ years of procurement or purchasing experience. Experience in IT distribution, technology reselling, managed services, or a related industry is preferred.

Technical Knowledge

Experience purchasing hardware, software licensing, cloud services, and technology solutions. Familiarity with vendors such as Microsoft, Arista, HPE/Aruba, Dell Technologies, Lenovo, Fortinet, VMware, and F5 is an asset.

Systems

Experience using Connectwise quoting, and procurement platforms. Advanced Microsoft Excel skills are strongly preferred.

Required Skills

·   Strong negotiation and vendor management skills

·   Excellent communication and relationship-building abilities

·   High attention to detail and accuracy

·   Ability to prioritize multiple requests in a fast-paced environment

·   Strong analytical and problem-solving skills

·   Knowledge of procurement best practices

·   Understanding of inventory planning and demand forecasting

·   Ability to work independently and collaboratively

Preferred Certifications

·   HPE Sales Certified - Compute Solutions

·   HPE Sales Certified - Hybrid Cloud Solutions

·   HPE Sales Certified - HPE Aruba Networking Solutions

·   Dell Technologies Proven Professional Certification Program

·   Fortinet Certified Fundamentals – NSE 1.0

·   Palo Alto Accredited Sales Expert (ASE)

·   F5 Certified Technical Professional, Sales (F5-CTP, Sales)

Ideal Candidate Profile

The ideal candidate is a highly organized procurement professional with a strong understanding of the IT channel ecosystem. They excel at building vendor relationships, negotiating competitive pricing, managing inventory, supporting sales teams, and ensuring customers receive the right technology solutions on time and at the best possible cost.