IT Procurement & Operations Lead

OVERVIEW

ABOUT THE ROLE - We are looking for an experienced IT Procurement and Operations Lead to join the IT and Business Systems team. Reporting to the Senior Manager of IT PMO & Corporate Engineering, you will provide support in areas such as IT procurement, contract negotiation, cost savings, and vendor management.

This role will partner with various IT team members as well as with members from Strategic Procurement, Legal, and Strategic Finance. You must have well-developed and highly effective listening, communication, and interpersonal skills to collaborate effectively across departments.

ABOUT THE TEAM - The Instacart IT and Business Systems Department builds and supports the technologies that empower our employees in North America and beyond. Our work impacts new hires, departing employees, and everyone in-between. We are passionate about the user experience, love building scalable and frictionless services, and get excited about security.

ABOUT THE JOB

• Lead and own the contract negotiation process for all new and ongoing IT contracts under $500K. Own all phases in the development of contracts, including gathering and reviewing statements of work or requirements, handling contract evaluation, redlining, and negotiation, such as Technology, Privacy, Information Security, and Internal Controls. May prepare Request for Proposals (RFP), Request for Quotes (RFQ) and bid packages.
• Partner with Strategic Procurement and Legal teams during the negotiation process for all new and ongoing IT contracts $500K and above. Represent IT during the review of statements of work and contract redlining process.
• Responsible for maintaining contract data and managing the reporting of all contracts including renewals and initiation. Responsible for product support and warranties, leasing, maintenance, and software contracts, as well as hardware purchases, and license information.
• Review proposals, negotiates prices, selects or recommends suppliers based on lowest cost consistent with quality, reliability and ability to meet requirements.
• Manage the purchasing process for the IT department through the creation purchase requisitions or directly purchasing via vendors for software, services, hardware, and accessories. Ensure on-time deliveries, handle RMAs, and invoice reconciliation.
• Leads efforts to identify and actively pursue cost reduction opportunities, driving savings in line with overall business expectations, and ensuring targets for cost reduction are met.
• Track and record all IT savings, including cost reduction; show procurement ROI on monthly reporting. Achieve year-over-year improvements in professional services strategy and spend, without sacrificing quality and service.
• Own and manage IT vendor onboarding process within internal tooling systems.
• Manage the approval process for all new SaaS/software vendor onboarding requests within Zip by assessing requested tooling against IT’s minimum standard requirements, seeking clarification from requestors as needed, providing rationale for unapproved requests, and handling the escalation for denied requests.
• Manage IT SaaS catalog and knowledge base related to IT purchasing procedures and policies.
• Establish and maintain relationships with various suppliers.
• Monthly reconciliation of corporate credit card expenses

ABOUT YOU

MINIMUM QUALIFICATIONS

• 5+ years experience in IT procurement/sourcing or similar technical department (Technology, infrastructure, Networking, Cloud and Security).
• Must have experience with software licensing and volume purchasing agreements for major enterprise system software suppliers
• Skilled negotiator with a current understanding of various contract models and on-market terms.
• A proven track record of cost reduction and productivity improvements; ability to influence and drive change while building solid relationships with your internal clients and external suppliers
• Familiarity with IT SaaS tooling and infrastructure hardware such as Okta, Google Workspace, Jamf, Oomnitza
• Must have a data driven approach to solving problems, requiring very strong quantitative skills
• Must have effective communication and relationship-building skills required
• Ability to maintain confidentiality of sensitive information and Company Proprietary data.
• Self motivated and able to work independently, prioritize work activities and use time efficiently
• A strong sense of ownership

PREFERRED QUALIFICATIONS

• Contract writing and management experience preferred
• Strong Excel skills

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