SUMMARY: This position is responsible for managing all equipment purchases; invoice processing, software license management, management of lease schedules and returns, vendor management, and budget preparation and monitoring. May be asked to conduct research on hardware or software needs to make recommendations to the senior management team. This position will also provide administrative support to the senior management team, as well as other members of the IST team across multiple offices.
In partnership with IST Directors, manage the procurement function and oversee all aspects of purchasing IT hardware, software and services.
Work with appropriate IST personnel to evaluate end user needs and establish user equipment standards.
Assist in preparation of the annual capital and operating budgets. Closely monitor budget and proactively alert directors to budget variances. Research explanations for budget variances.
Create and maintain budget reports at the direction of the senior management team.
Negotiate favorable contractual terms and conditions with suppliers for IT hardware, software and service.
Deliver on cost reduction commitments through the identification, development and execution of strategic sourcing initiatives.
Participate in project meetings as needed to identify and manage any procurement needs related to IST initiatives.
Responsible for coding and processing invoices for hardware, software and services. Handles any discrepancies or questions directly with the vendor.
Coordinate firm wide hardware refresh and lease return processes.
Participate in the design and configuration of department and firm wide software releases.
Keep information accessible by documenting purchases, assets, invoices and contracts.
Maintain positive relationships with a variety of vendors. Periodically conduct research to ensure that the firm is getting the best price available on its purchases.
Maintain vendor contract files and establish tickler system for renewals, etc.
Conduct research and handle other special projects/assignments as requested.
Demonstrate initiative and a sense of ownership for assigned duties.
Work Experience & Abilities Required
5+ years’ experience in the acquisition of IT hardware, software, and services required.
5+ years of progressively responsible administrative experience required, preferably in a law firm of professional services organization.
Proficiency in Windows and Microsoft Office Suite applications required; expert level experience with Excel (for purposes of financial reporting) required.
Demonstrated experience creating and maintaining vendor relationships.
Self-starter with demonstrated ability to achieve results.
Strong teamwork, communication, presentation and interpersonal skills.
Strong negotiation skills with emphasis in IT categories.
Ability to manage multiple tasks in fast paced environment.
Excellent proofreading, grammatical and spelling abilities required.
Ability to communicate effectively, both verbally and in writing, with attorneys, staff and outside professional contacts required.
High degree of organizational skills with close attention to detail, decision-making, follow-up, follow-through, and priority setting skills required. Must maintain a high level of confidentiality and demonstrate ability to practice good, sound judgment.
Ability to complete tasks in a timely manner under general supervision and contribute as a team member required.
Exceptional customer service skills required. Ability to handle stressful situations in a calm, composed manner is required.
Must be flexible and able to handle multiple assignments as well as adjust to shifting priorities, providing support to several team members simultaneously.
Demonstrated interest in and aptitude for learning computer applications preferred.
This position description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.