Procurement Manager

Position: Procurement Manager 
Reports To: CFO
FLSA: Exempt

About Us

Omega Systems is a growing Managed Service Provider (MSP) and Managed Security Services Provider (MSSP). With recent acquisitions, our procurement team is expanding, and we are seeking a highly organized, detail-oriented, and proactive Procurement Manager to oversee and lead a team of two or more full-time procurement specialists.

This role is crucial in ensuring that our clients and internal teams have the necessary software, hardware, and licensing resources while maintaining compliance with government and education procurement contracts. The ideal candidate will possess strong leadership skills, effective vendor management, and hands-on execution capabilities across daily procurement operations.

Key Responsibilities

Leadership & Team Development

• Lead and supervise a team of 2+ full-time procurement employees.
• Assign tasks, set priorities, and monitor performance for accuracy and timeliness.
• Mentor, coach, and provide ongoing training to ensure professional growth and process consistency.
• Approve weekly timesheets, conduct annual reviews, and manage workload distribution.
• Drive department efficiency, accuracy, and accountability.

Procurement & Contracts

• Build and maintain strong relationships with multiple vendors and distributors, gaining deep market insight.
• Oversee the negotiation of prices and terms for equipment, licensing, and services.
• Ensure favorable terms and competitive costs from vendors.
• Maintain, report, and renew vendor contracts.
• Ensure timely reporting of sales and renewals for state, local government, and education contracts.
• Monitor freight, leasing, and other costs associated with purchases.

Renewals

• Oversee monthly internal renewals, customer HaaS renewals, SSL renewals, and KnowBe4 license renewals (MSP & non-MSP pools).

Purchasing & Documentation

• Oversee all quoting and processing of PO’s for internal purchasing requests of equipment, licensing, and software.
• Process, countersign, and store signed agreements, addendums, cancellations, and quotes.
• Convert signed documents to Salesforce/ConnectWise opportunities.
• Create all service and project tickets in CW for signed quotes.
• Create sales orders, purchase orders, and place orders with distributors.
• Track all POs, update delivery statuses, and ensure timely invoice accuracy.
• Manage deposit invoices and follow up with account managers.
• Review procurement queues to address urgent orders.
• Generate customer invoices
• Issue customer credits

Hardware & Software Configuration

• Oversee creation and updates of equipment/software configurations, including serial numbers and expiration tracking.
• Manage warranties, RMAs, and software activations.

Microsoft & Vendor Management

• Manage over 1,400 Microsoft CSP subscriptions through Pax8.
• Support Microsoft Azure tenant creation, transfers, and reporting.
• Act as Global Admin for escalated Microsoft support requests.
• Maintain Microsoft Partnership benefits and annual program renewals.
• Oversee internal Microsoft subscriptions (including future transition of 200 E5 licenses).
• Handle Microsoft SPLA reporting (monthly and triennial contract renewals).
• Manage vendor partnerships, certifications, and leasing programs for equipment.
• Merge and streamline vendor/distribution accounts under unified company accounts.
• Manage Adobe Marketplace subscriptions and Microsoft MPN consolidations.

Reporting & Communication

• Provide monthly reporting on purchases, returns, and procurement savings.
• Communicate equipment ETAs with sales and technical teams to ensure timely customer delivery.
• Collaborate with COO on vendor audits.
• Cross-department collaboration (Sales, Project, Services, Billing, Accounting, etc.)

Qualifications

Required:

• 5+ years of experience in procurement, vendor management, or IT purchasing. MSP experience is strongly preferred.
• Proven experience managing teams of 2+ employees.
• Strong knowledge of Microsoft CSP, Azure, licensing, and partner programs.
• Experience with government & education procurement contracts. (USAC, Erate, Costars, PEPPM)
• Proficiency with Salesforce, ConnectWise (or similar PSA tools), and Microsoft Office Suite.
• Exceptional organizational, communication, and leadership skills.

Preferred:

• Prior experience scaling a procurement team during company growth or acquisitions.
• Familiarity with HaaS renewals, KnowBe4 licensing, SSL certificates, and vendor RMA processes.
• Strong analytical and problem-solving skills with high attention to detail.
• A Degree in Business, Supply Chain, or a related field is preferred but not required.
• Experience working in a highly complex work environment

Work Environment & Travel

• This position operates in a professional office environment with standard office equipment.
• Minimal travel is required.

Benefits

• Heath Insurance
• Dental Insurance
• Vision
• 401(K) plus employer match
• Life Insurance & Accidental Death and Dismemberment
• Employee Assistance Program
• Additional ancillary benefits to select from
• Paid Time Off, Paid Company Holidays, Floating Holiday, and your Birthday is a Holiday

EEO Statement

Omega Systems provides equal employment opportunities to all qualified individuals without regard to actual or perceived race (including hair texture and natural hairstyles), color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related conditions), gender identity or expression, national origin, ancestry, citizenship, age, disability, medical condition, family status, military status, marital status, sexual orientation, or any other basis protected by law. Applicants and employees who require a reasonable accommodation will be evaluated on a case-by-case basis.