Procurement Specialist

Job Title

Managed Print Services (MPS) Purchase Specialist

Location

Noida (Flexible / Hybrid / Remote)

Experience

2-5 years of experience in Procurement, Vendor Management, Supply Chain, IT Hardware Purchasing, or Managed Print Services.

Job Summary

We are seeking a detail-oriented and proactive Managed Print Services (MPS) Purchase Specialist to support procurement and operational activities related to print devices, consumables, and MPS service engagements across multiple countries globally. The role involves coordinating with vendors, internal stakeholders, and service providers to ensure timely purchasing, order fulfillment, contract compliance, and inventory management for printer and print-related services.

The ideal candidate should possess strong procurement fundamentals, vendor coordination skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Procurement & Purchasing

• Raise and manage Purchase Requisitions (PRs) and Purchase Orders (POs) for printers, multifunction devices, accessories, and consumables.
• Coordinate with approved MPS vendors and OEMs (HP, Xerox, Canon, Ricoh, Lexmark, Epson, etc.) for quotations and procurement activities.
• Validate pricing, commercial terms, and contract compliance before order placement.
• Track procurement lifecycle from request initiation through delivery and invoice reconciliation.
• Ensure timely procurement of printer hardware, toner, spare parts, and maintenance services.

Vendor Management

• Act as the primary coordination point between internal stakeholders and MPS suppliers.
• Follow up with vendors on order acknowledgements, shipment schedules, deliveries, and invoicing.
• Monitor vendor performance and service commitments.
• Support onboarding of new vendors and maintenance of supplier records.

Contract & Commercial Support

• Review supplier proposals against contracted rates and agreed commercial terms.
• Maintain repository of contracts, amendments, Statements of Work (SOWs), and pricing schedules.
• Assist with renewals, contract extensions, and compliance requirements.
• Coordinate with Legal, Finance, and Procurement teams for vendor documentation and approvals.

Operational Support

• Track hardware refresh and replacement programs.
• Coordinate deployment schedules and equipment deliveries across locations.
• Maintain asset and procurement records.
• Support lifecycle management activities including procurement, deployment, refresh, and disposal.

Reporting & Compliance

• Generate procurement and spend reports for management review.
• Monitor procurement KPIs including delivery timelines, cost savings, and vendor performance.
• Ensure compliance with procurement policies, approval workflows, and audit requirements.
• Maintain accurate documentation within procurement systems and ERP platforms.

Required Skills

Technical Skills

• Good understanding of procurement and purchasing processes.
• Familiarity with Managed Print Services (MPS) operations and printer lifecycle management.
• Experience with ERP systems such as SAP, Oracle, Ariba, Coupa, ServiceNow, or equivalent.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.

Soft Skills

• Strong communication and stakeholder management skills.
• Excellent attention to detail and documentation abilities.
• Strong analytical and problem-solving skills.
• Ability to work independently and manage multiple tasks effectively.
• Customer-focused mindset with a proactive approach.

Preferred Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Procurement, Information Technology, or related field.
• Experience working with global procurement teams and international suppliers.
• Exposure to IT hardware procurement and asset management processes.
• Knowledge of contract management and commercial negotiations.

Key Performance Indicators (KPIs)

• Purchase Order processing turnaround time.
• Vendor response and fulfillment performance.
• On-time delivery of MPS hardware and consumables.
• Contract and pricing compliance.
• Procurement accuracy and audit compliance.
• Stakeholder satisfaction and issue resolution timelines.

Preferred Profile

A professional with 2-5 years of procurement or vendor management experience, preferably in IT infrastructure, workplace services, or Managed Print Services environments, who can effectively manage purchasing activities, supplier coordination, and operational support while ensuring compliance with contractual and organizational requirements.