Purchasing Agent I (IT Hardware & Software)

The Purchasing Agent I (IT) is responsible for the foundational execution of procurement activities for IT-related assets. This role focuses on the timely acquisition of hardware, software licenses, and peripherals to support FTI’s technical infrastructure and team members' needs. The PAI works under the guidance of the Service Delivery Manager to ensure high accuracy in order placement, cost-effectiveness, and strong vendor coordination.

\KEY RESPONSIBILITIES 

Functional/Technical Skills (IT Focus) 

• IT Asset Procurement: Prepares and executes purchase orders for IT hardware (laptops, monitors, mobile devices, networking gear) and software subscriptions. 

• Technical Specifications: Works with BT stakeholders to establish clear bills of materials with appropriate technical specifications for requested items. 

• License & Subscription Support: Assists in tracking software renewal dates, seat counts, and maintenance agreements to ensure continuous service. 

• Customer Service: Consistently demonstrates exceptional customer service skills to FTI team members and external technology partners. 

• Calculations & Costing: Performs calculations to compare the costs of alternative hardware options or different licensing models (e.g., perpetual vs. subscription). 

• Expediting: Proactively monitors and expedites supplier shipments, deliveries, and pickups to meet internal project deadlines. 

• Training Application: Actively applies procurement training and IT industry knowledge to daily work tasks. 

ServiceNow / ITAM Process Execution 

• Request intake & tracking: Uses ServiceNow to receive purchase requests, validate required details (cost center, ship-to, standards), and maintain end-to-end status visibility. 

• Order documentation: Attaches quotes, POs, order confirmations, and tracking details in ServiceNow to ensure transparency and auditability. 

• Receiving confirmation & exceptions: Updates receipt status and documents discrepancies (missing/damaged/backordered items) to support resolution and accurate inventory. 

• Asset record handoff support: Ensures purchase/receiving details are captured so asset records can be created/updated accurately (tag/assignment/location) in partnership with ITAM. 

• Metrics & reporting: Supports operational dashboards by maintaining clean, timely data for cycle time, aging orders, and exception volumes 

Negotiating 

• Quote Acquisition: Negotiates and obtains quotes for IT materials, software packages, and hardware leases. 

• Data Support: Prepares preliminary data analysis (price comparisons, lead-time tracking) to support negotiation preparation led by senior staff. 

• Vendor Representation: Represents the procurement function to IT Operations and external Value-Added Resellers (VARs). 

• Trust Building: Earns the trust of internal team members and external partners through transparent, consistent communication. 

Conflict Management 

• Communication: Proactively communicates delays, backorders, or pricing changes to the appropriate BT stakeholders and team members. 

• Issue Resolution: Assists in resolving material or supplier issues that pose potential risks to BT timelines. 

• Escalation: Identifies complex issues and escalates them appropriately to management. 

• Situational Awareness: Demonstrates the ability to read nonverbal communication and adjust communication styles to preserve professional relationships. 

Problem Solving 

• Resourcefulness: Knows where to find information regarding IT stock levels and when to ask for technical clarification. 

• Analytical Thinking: Uses data and analytics instead of personal bias to recommend hardware or software sources. 

• Continuous Improvement: Applies basic continuous improvement concepts to overcome obstacles in order processing. 

• Rationalization: Clearly explains the thought process behind purchasing decisions to stakeholders. 

Process Management 

• Task Proficiency: Performs procurement tasks within established departmental processes and guidelines. 

• Metric Adherence: Utilizes team metrics to ensure adherence to established speed and accuracy standards. 

• Process Feedback: Assists in identifying opportunities to improve existing IT procurement workflows. 

Organizational Agility 

• Collaboration: Demonstrates approachability and the ability to collaborate effectively with BT and Finance departments. 

• Policy Understanding: Understands the reasoning behind key FTI policies and practices regarding hardware standards and software security. 

Drive for Results 

• Timeliness: Meets daily deadlines and goals on time to ensure hardware is available for new-hire onboarding and project launches. 

• Efficiency: Completes work accurately to prevent downstream delays in shipping or receiving. 

• Assignment Ownership: Willingly accepts new assignments and takes responsibility for the results of assigned IT categories. 

• Team Integration: Operates as a key member of the BT team, sharing in the success of technical initiatives. 

Strategic Agility 

• Cultural Alignment: Adheres to FTI core values and professional standards in all vendor and internal interactions. 

• Strategy Support: Understands department strategies and positively supports them through diligent individual effort. 

• Creative Thinking: Participates in brainstorming sessions to find more efficient ways to source emerging technology.