Job Title: IT Procurement Executive / Specialist

Location:
Powai, Mumbai (Work from Office)

Job Type
Full-Time

Experience:
3–4 years Shift: General shift / As per business requirements Hiring and Employment Arrangement Vallaham is the recruitment partner for this position and will manage candidate sourcing, screening and interview coordination. The successful candidate will be employed by Bay of Bangalore IT Services Pvt Ltd. The offer letter, payroll, statutory benefits, employment terms and HR records will be managed by Bay of Bangalore IT Services Pvt Ltd. Job Summary The IT Procurement Executive / Specialist will be responsible for managing the end-to-end procurement of IT hardware, software licenses, SaaS subscriptions and technology services. The role requires a combination of technical understanding, commercial acumen, analytical ability and strong communication skills to evaluate vendor proposals, negotiate favourable terms, ensure procurement accuracy and deliver cost-effective solutions aligned with organisational requirements. The ideal candidate should be comfortable engaging with IT teams and external vendors, understanding technical requirements, comparing commercial proposals and communicating procurement recommendations clearly to stakeholders.

Key Responsibilities
1. IT Procurement and Technical Evaluation
• Manage the complete IT procurement lifecycle, from requirement gathering and requisition to purchase order processing, delivery and closure.
• Understand IT hardware specifications, software licensing models, SaaS subscriptions and technology service requirements.
• Coordinate with IT teams to clarify technical requirements and ensure that proposed products or services meet the specified needs.
• Float RFQs/RFPs to approved IT OEMs, distributors, resellers and service providers.
• Evaluate technical and commercial proposals, identify discrepancies and prepare comparative statements to support informed purchasing decisions. 2. Vendor Management and Commercial Negotiation
• Identify, engage and maintain relationships with IT vendors, OEMs, distributors and service providers.
• Negotiate pricing, discounts, payment terms,



warranty conditions, delivery schedules and service-level agreements.
• Evaluate vendor quotations and recommend suitable options based on technical compliance, cost, quality and delivery commitments.
• Track vendor performance, resolve procurement-related issues and follow up on pending quotations, orders and deliveries.
• Manage Annual Maintenance Contracts (AMCs), warranty renewals, software subscriptions and contract renewal timelines. 3. Communication and Stakeholder Coordination
• Communicate effectively with vendors and internal stakeholders to clarify requirements, obtain quotations, negotiate terms and resolve issues.
• Collaborate with IT, Finance, Legal and Operations teams to ensure timely approvals, contract reviews, invoice processing and procurement closure.
• Prepare clear and professional emails, RFQs, vendor communications, comparative statements and procurement reports.
• Present vendor comparisons and procurement recommendations in a structured manner, highlighting technical suitability, commercial benefits, risks and limitations.
• Maintain consistent follow-ups and ensure timely communication of order status, delivery updates and procurement-related challenges. 4. Purchase Order Management and Compliance
• Prepare and process Purchase Orders (POs) in accordance with internal approval matrices, budgets and procurement policies.
• Verify quotations, pricing, quantities, product specifications, delivery terms and supporting documentation before PO release.
• Track order fulfilment, coordinate deliveries and resolve discrepancies relating to supplies, invoices and purchase orders.
• Maintain accurate procurement records, vendor documentation, warranty details and contract repositories.
• Ensure compliance with organisational policies,



software licensing requirements, contractual obligations and audit standards. 5. Reporting and Process Improvement
• Use MS Excel to prepare vendor comparisons, analyse quotations, track procurement expenditure and maintain procurement reports.
• Maintain accurate records of purchase requests, quotations, POs, deliveries, renewals and vendor performance.
• Identify opportunities for cost optimisation, process improvement and better vendor management.
• Ensure procurement activities are completed accurately and within agreed timelines. Required Skills and Qualifications
• 3–4 years of hands-on experience in IT procurement, IT sourcing, technology purchasing or IT vendor management.
• Good understanding of IT hardware, software licensing, SaaS subscriptions, IT infrastructure and technology service contracts.
• Ability to understand technical specifications, compare configurations and coordinate with technical teams to validate requirements.
• Solid written and verbal communication skills, including professional email drafting, vendor correspondence and stakeholder coordination.
• Demonstrated negotiation skills and the ability to obtain competitive pricing and favourable commercial terms.
• Strong analytical skills, attention to detail and proficiency in preparing comparative statements and evaluating quotations.
• Proficiency in MS Excel, including formulas, lookup functions, data comparison and procurement reporting.
• Working knowledge of ERP or procurement systems such as SAP, Oracle or other relevant procurement platforms.
• Experience in AMC management, warranty tracking, contract renewals and vendor performance monitoring.
• Strong organisational skills, follow-up discipline and the ability to manage multiple procurement requests simultaneously. Other Requirements
• Willingness to attend an in-person interview upon shortlisting.
• Ability and willingness to commute to Powai, Mumbai, and work from the office.
• Ability to work collaboratively with internal teams and external vendors while meeting procurement deadlines.

📌 IT Procurement Executive (Mumbai)
🏢 Vallaham
📍 Mumbai