IT Procurement Executive

Job Description

Job Title: IT Procurement Executive (North America Region)

Location: Chennai, Tamil Nadu, India

Department: Procurement

Reporting to: Procurement Manager / Procurement Head

Shift Timing: 6:00 PM to 3:00 AM IST

Experience: 25 years in IT procurement, preferably with exposure to the North American market

Job Overview

The IT Procurement Executive is responsible for end-to-end procurement operations related to hardware and software reselling for the North American region. The role focuses on sourcing, negotiating, and procuring IT products and services from global suppliers, ensuring best pricing, timely delivery, and compliance with company policies. This position demands strong vendor management, negotiation skills, and a solid understanding of the North American IT market.

Key Responsibilities

1. Procurement Operations

- Source and procure IT hardware and software products (laptops, desktops, servers, networking equipment, licensed software, cloud subscriptions, etc.)
- Prepare and process purchase orders in accordance with company policies and client requirements
- Track and manage order fulfilment, ensuring timely delivery and accuracy
- Maintain and update the approved vendor list for North American suppliers and distributors
- Coordinate with logistics teams for shipping, tracking, and delivery documentation

2. Vendor & Supplier Management

- Build and maintain strong relationships with OEMs, distributors, and resellers in the US and Canada
- Negotiate pricing, terms, and contracts to secure competitive deals
- Assess and onboard new suppliers based on quality, price, and reliability
- Monitor supplier performance and resolve any delivery, quality, or compliance issues

3. Quotations, Bids & Client Coordination

- Respond to RFQs, RFPs, and client inquiries promptly and professionally
- Obtain and evaluate multiple quotes to ensure cost-effectiveness
- Support sales teams with timely and accurate pricing for bids and proposals
- Ensure all documentation is complete, accurate, and compliant with client specifications

4. Compliance & Documentation

- Ensure all procurement activities adhere to company and North American regulatory standards
- Maintain detailed records of purchases, pricing, and contracts for audit purposes
- Support internal and external audits with relevant documentation and reports
- Track warranty, license renewals, and end-of-life for procured IT products

5. Market Research & Analysis

- Stay updated on IT product trends, new technologies, and vendor offerings in North America
- Conduct regular price benchmarking and market analysis to inform sourcing strategies
- Identify opportunities for cost savings and process improvements

Key Skills & Competencies

- In-depth knowledge of IT hardware and software products and reselling channels
- Strong negotiation and vendor management skills
- Experience with procurement tools and ERP systems (SAP, Oracle, Zoho, etc.)
- Excellent communication skills (written and verbal) in English
- Analytical thinking, attention to detail, and strong organizational skills
- Ability to work under pressure and manage multiple priorities in a fast-paced environment
- Understanding of Incoterms, import/export regulations, and North American compliance requirements is a plus
- Flexible to work late evening and night shifts (North American business hours)

Education & Qualifications

- Bachelors degree in Business Administration, Supply Chain, IT, or related field
- Professional certifications in Procurement/Supply Chain (CIPS, CPSM, etc.)

Work Environment & Shift Details

- Shift timing: 6:00 PM to 3:00 AM IST (aligned to North American business hours)
- May require occasional extended hours during high volume periods or urgent projects

Performance Metrics

- Timeliness and accuracy of purchase order processing
- Achievement of cost savings and optimized procurement spend
- Supplier performance and reliability
- Compliance with procurement policies and documentation standards
- Internal customer (sales/client teams) satisfaction levels

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