IT Procurement & Asset Manager

POSITION SUMMARY

Do you thrive in a fast-paced environment where problem-solving meets creative thinking? Are you passionate about technology and its potential to revolutionize how things are done? If so, we want you on our team!

We seek an innovative and results-focused individual to join our dynamic team. In this role, you will help transform our IT operations from the old-fashioned reactive break-and-fix model to a strategic partner that helps the business gain a competitive edge through technology-driven innovations.

You must support Orion's core values: Safety, Quality, Delivery, and Teamwork, and most importantly, built upon the all-important foundation of Integrity.

SPECIFIC RESPONSIBILITIES

• Managerial
  • Lead a team of technicians in the IT asset team to support the IT department and the company.
  • Develop and implement procurement and asset management strategies to facilitate efficient, cost-effective acquisition of the goods and services necessary for the business to operate.

• Asset Lifecycle Management
  • Manage the entire asset lifecycle for all IT assets, from evaluation, acquisition, upgrades (replacement) to end-of-life (disposal).
  • Maintain accurate records of all IT assets, as defined in the IT Asset Management policy.
  • Develop and implement IT asset management policies, procedures, and processes.
  • Maintain an updated listing of approved standard equipment and software.
  • Explore and evaluate new equipment, software, and tools.
  • Organize asset planning, allocation, and maintenance for Business Continuity Planning.
  • Work with all departments within the company to ensure that IT assets are appropriately integrated into the organization's overall strategy.

• Financial
  • Budget
    • Track and monitor actual monthly spending vs. budget for the department, including:
      • Opex
      • Capex
      • Travel
      • Education
      • Expense report
    • Analyze IT spending, such as by category, cost center, region, and vendor.
    • Propose and create the annual IT budget based on past spending and forecast.
  • Procurement
    • Manage the purchasing and receiving process and ensure each purchase is cost-effective, the company has adequate inventory, the acquired assets arrive on time, and the assets are tracked correctly in the asset management system.
    • Help create approval for expenditures, such as AFEs, purchase requisitions, purchase orders, documentation of requested or required assets or accessories, documenting business needs, and management approvals.
    • Request and maintain Capex Job numbers associated with approved purchases.
  • Invoice
    • Validate and code all IT-related invoices to appropriate accounting standards, present them for review and approval, and forward them to accounting for processing.
  • Payment
    • Monitor the vendor payments and eliminate any late payments for all critical vendors.

• Contract Lifecycle Management
  • Proactively review and re-negotiate agreements, maintenance contracts, renewals, etc., with vendors to reduce costs.
  • Responsible for product support and warranties, leasing, maintenance, licensing, software contracts, hardware purchases, and license information.
  • Manage the entire lifecycle of all IT contracts from NDA, MSA, SOW, renewal, to termination.

• Vendor Management
  • Establish policies, standards, processes, and templates for working with vendors.
  • Create and maintain the vendor evaluation process (security, legal, compliance, etc.) and lead vendor evaluation efforts.
  • Conduct initial onboarding vendor evaluation and annual review for critical vendors.
  • Facilitate RFP process.
  • Manage and maintain supplier relationships through contract management
  • Research alternatives for existing vendors and assets.
  • Maintain vendors' contact information, including contact information for sales and support, updated W9, SOC reports, and NDAs if applicable.

• Facility Management
  • Responsible for IT-related facilities management activities and scope as defined in the ITIL framework, including:
    • Facility access control
    • Facility monitoring
    • Electrical power management
    • Fire extinguishers
    • Smoke detection
    • Office moves
    • Audits

• Security
  • Ensure all IT assets are properly secured and protected from unauthorized access.
  • Monitor and ensure all IT assets are properly patched.
  • Research new security options that can be implemented across all assets.

• Other duties as assigned.

EMPLOYEE SAFETY AND COMPLIANCE

• Responsible and accountable for the incumbent's own personal safety.
• Responsible and accountable for the safety of all co-workers and any others incumbent meets.
• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
• Complies with all applicable laws, regulations, and Company policies and procedures and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Reports all violations of applicable laws, regulations, or Company policies and procedures promptly and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).
• All current and former employees must maintain confidentiality by not disclosing to others any confidential, proprietary, or trade secret information belonging to the Company.

POSITION REQUIREMENTS

Non-Technical

• Great attention to detail
• Highly self-motivated and directed under minimal to no supervision
• Ability to consistently excel and deliver results that exceed expectations
• Unparalleled ability to venture into the unknown - research, self-education, and exploration of new technologies
• A creative and innovative mindset with an overwhelming desire to improve existing processes and leverage technology for automation and optimization
• Excellent skills in proactiveness, communication, analysis, problem-solving, and critical thinking

Technical

• Bachelor's degree or equivalent, preferably in Computer Science, Information Technology, Business Administration, Economics, Supply Chain, or Finance, or equivalent 5-year experience plus current certifications, such as ITAM and ITIL
• A minimum of 5 years of experience in IT and a proven track record of success, specifically in managing assets, vendor relationships, and software licenses
• Demonstrated negation skills.
• Excellent research, analytical, and reporting skills, especially with Excel or other BI tools
• Clear understanding of contracts, software license agreements, hardware specifications, and applications, including Microsoft 365, Windows Server and Desktop Operating Systems, Microsoft Office, and Mobile Device systems
• Competent with asset management standards and best practices
• Strong financial acumen, cost management, and contract management skills.

OTHER REQUIREMENTS

• Ability to work in a customer-focused IT team with a strong "Users First" and "Business Enabler" mentality.

• Must be willing to be on call and occasionally work nights, weekends, or holidays.
• Occasional travel to support company needs and to remain current with applications and vendor relations required (Not expected to exceed more than 5% of work time).

LANGUAGE SKILLS:

• Fluent verbal and written skills in English.
• Fluent in Spanish is highly desired.