IT Business Operations and Procurement Specialist
POSITION OVERVIEW
The IT Business Operations and Procurement Specialist is responsible for supporting IT planning and financial analysis, purchasing, inventory, and asset lifecycle tracking, invoice processing, vendor coordination, contract administration, and software license compliance. This role partners closely with Helpdesk, IT Engineering, Accounting, and Technology leadership to ensure timely acquisition, accurate tracking, compliant usage, and cost-effective management of Stream’s technology resources across all offices.
PRIMARY RESPONSIBILITIES
Technology Purchasing & Fulfillment
- Independently forecast equipment needs based on headcount projections, asset end-of-life schedule, and planned department needs.
- Prepare requirements, compare pricing/options, and obtain required approvals from managers/partners.
- Create purchase orders (or equivalent), place orders, track shipping, receive goods, and coordinate handoff to deployment teams to meet deadlines.
- Maintain supplier records and support purchasing standards/procedures to drive consistency and auditability.
- Maintain accurate purchasing documentation (quotes, approvals, PO references, packing slips) to support accounting and audit requests.
Asset Management (Hardware, Network Gear, Peripherals)
- Create the process for managing all IT assets (hardware, network gear, software, and peripherals)
- Own the asset lifecycle from receipt to end-of-life: tagging/naming, assignment, warranty status, valuation, refresh/retirement, and secure disposition.
- Ensure the asset database remains current and accurate; coordinate with IT teams on changes (moves/adds/changes).
- Lead periodic spot checks/audits and reconcile variances, document root cause and corrective actions.
- Manage minimum stock levels (laptops/docks/monitors/ cameras/ headsets/phones), shipping/returns, RMA processing, and secure storage controls.
- Produce timely asset reports for Accounting and leadership (inventory valuation, assignment lists, refresh planning, loss/damage summaries).
Payables Processing & Reconciliation
- Partner with accounting to streamline and drive process improvement for the technology invoicing process.
- Process invoices for Technology purchases and recurring services; validate invoice accuracy against quotes/POs/receiving records.
- Code invoices appropriately and partner with Accounting to ensure on-time payments and accurate departmental/entity allocation.
- Reconcile corporate card and other statements to purchase records; resolve discrepancies and track credits/returns.
- Track and report on payment timeliness; investigate payment inquiries.
Vendor Management & Coordination
- Manage vendors once onboard, serving as a primary point of contact for selected vendors; coordinate vendor activities (orders, renewals, deliveries, escalations).
- Track vendor performance and support service-level expectations (delivery timelines, contract terms, support responsiveness).
- Support vendor onboarding and offboarding activities. Maintain vendor master information (contacts, account IDs, portals, billing cadence).
- Monitor and manage service accounts associated with vendors and procurement activities.
Contract Management & Renewals
- Support negotiation, processing, and administration of Technology-related contracts (e.g. software licensing, telecom, business machines, hardware maintenance, professional services). Coordinate IT contract review activities with Legal, Accounting, and appropriate sign-offs.
- Track and manage SOWs, MSAs, change orders, renewal dates, advance notice periods, and key contractual obligations; prepare renewal/termination notices as needed. Maintain changes in Stream contact information with vendors.
- Monitor contract spend against commitments and assist leaders with forecasting and budget planning.
- Ensure services are delivered as contracted and help address vendor non-performance.
Subscription Management/Compliance
- Track software subscription assignments for selected products. Audit these assignments as appropriate and provide reports as required for management and auditors.
IT Finance Support
- Support leaders with analyzing department CAPEX and OPEX spend and variances.
- Support leaders with budget vs actuals analysis by tracking costs.
Qualifications
- Bachelor’s degree or four years of relevant experience
- 3+ years of experience in an IT business operations role working with technology vendors and managing the technology procurement process
- 2+ years of experience with IT accounting including general ledger accounting, expense coding, variance analysis, CAPEX/OPEX, etc.
- Working knowledge of procurement life cycle, IT asset life cycle and periodic audits
- Excellent communication skills (both verbal & written)
- Strong organizational skills
- Solid financial management acumen
- Technical writing skills
- Proficiency with Microsoft Word, Excel, PowerPoint and Outlook applications and mobile apps
- Experience or familiarity of various technology solutions (software, hardware, subscriptions)
- Hands on experience with Workday FIN is a plus
Additional Information
Stream is an equal-opportunity employer and does not discriminate on the basis of ethnicity, race, religion, sexual orientation, gender identity, age, national origin, disability, military status, or any other reason prohibited by law.
Stream Realty Partners offers competitive salaries, bonuses, medical/dental/vision insurance, pharmacy benefits, health savings account, flexible spending accounts, 401(k) plan with company matching, PTO, and holiday pay. Individual compensation packages are based on various factors unique to each candidate, including skill set, experience, qualifications, location, and other job-related reasons.
To apply for a position, please visit our website at www.streamrealty.com