IT Purchasing Coordinator

This is a hybrid position based at our corporate office located in Brentwood, TN, with on-site work required Monday through Wednesday.

Job Title: IT Purchasing Coordinator

Position Summary

The IT Purchasing Coordinator is responsible for planning, coordinating, and executing procurement activities supporting acquisitions, integrations, de novo facilities, site refreshes, technology deployments, and other strategic IT initiatives. This role serves as the primary liaison between project teams, vendors, IT stakeholders, and finance, ensuring equipment, software, and services are delivered on time, project budgets are maintained, risks are identified and mitigated, and project procurement activities are successfully executed from initiation through implementation. In addition to project-focused responsibilities, this position will provide operational procurement support to maintain service levels and ensure continuity of IT purchasing activities.

Key Responsibilities

• Lead project procurement activities for acquisitions, integrations, divestitures, de novo facilities, technology refreshes, and other strategic IT initiatives, ensuring procurement deliverables support implementation schedules and operational readiness requirements.
• Partner with Project Managers and IT leaders to develop procurement plans supporting project schedules, equipment deployment dates, and site activation milestones.
• Identify procurement-related risks including vendor delays, backorders, budget constraints, and shipping issues; proactively escalate and coordinate mitigation plans to minimize project impacts.
• Coordinate equipment ordering, shipment tracking, delivery confirmation, and deployment readiness activities to ensure implementation teams have the required resources available when work is scheduled to occur.
• Maintain project budget documentation, monitor budget-versus-actual spending, identify variances, communicate financial risks, and provide procurement cost forecasts to support project decision-making.
• Coordinate with vendors to align procurement schedules, shipment dates, licensing requirements, and delivery commitments with project implementation timelines.
• Support project-related invoice processing and resolve discrepancies involving pricing, receiving, and payment activities.
• Provide timely and professional communication to stakeholders, suppliers, and internal customers regarding procurement requests, order status, issues, and next steps.
• Manage multiple concurrent procurement requests while balancing competing priorities and meeting aggressive project timelines.
• Ensure project-related equipment, software, licensing, and services are delivered and deployment-ready prior to scheduled implementation or onsite activities to minimize deployment delays and avoid unproductive field resource time.
• Provide regular procurement status updates to Project Managers and stakeholders, including order status, budget updates, delivery timelines, identified risks, and mitigation plans.
• Own project procurement deliverables from planning through implementation and operational readiness, ensuring equipment, software, licensing, and services are delivered in accordance with project schedules and business requirements.
• Conduct procurement readiness reviews with Project Managers and stakeholders to ensure all procurement requirements, delivery timelines, and implementation dependencies have been identified and addressed prior to project execution.
• Monitor project procurement milestones and implementation schedules, proactively identifying activities at risk and coordinating corrective actions to maintain project timelines.
• Ensure procurement activities do not become a constraint to project schedules by proactively managing timelines, risks, dependencies, and vendor commitments.
• Hold vendors accountable for committed delivery dates, project milestones, and implementation requirements, escalating issues as needed to protect project schedules.
• Support routine IT procurement requests through ServiceNow, ensuring timely processing and customer communication while balancing project priorities.
• Obtain quotes, process purchase orders, facilitate approvals, and coordinate deliveries for operational hardware, software, licensing, and service requests.
• Assist with inventory tracking, receiving, reconciliation, and audit activities to maintain accurate asset records.
• Support Microsoft licensing reservations, software provisioning requests, and related vendor communications.
• Resolve invoice discrepancies, vendor issues, delivery concerns, and backorders impacting operational requests.
• Maintain procurement documentation, records, and audit-ready files related to both operational and project procurement activities.
• Provide support for high-priority operational requests and workload surges to ensure service level expectations are maintained.
• Perform other duties as assigned.

Portfolio of Success

• Successfully manages multiple concurrent projects and procurement initiatives while maintaining project schedules, quality standards, and budget controls.
• Consistently delivers project-related equipment, software, and services in support of implementation timelines and operational readiness requirements.
• Proactively identifies project risks and develops mitigation plans to minimize schedule impacts and business disruption.
• Maintains accurate project budgets, equipment schedules, procurement documentation, and implementation readiness information.
• Builds trusted partnerships with Project Managers, IT teams, vendors, and operational stakeholders to support successful project execution.
• Anticipates, escalates, and helps remove procurement-related obstacles through proactive follow-up and coordination to support successful project execution and on-time delivery.
• Achieves high levels of project procurement readiness by ensuring equipment, software, and services are delivered on schedule and available when implementation resources arrive onsite.
• Collaborates effectively with Project Managers, IT Engineering, Field Services, Finance, Operations, and vendors to ensure successful execution of project procurement deliverables.
• Maintains high levels of project stakeholder satisfaction through proactive communication, issue escalation, and timely delivery of procurement commitments.
• Maintains high levels of on-time project delivery by ensuring procurement milestones, equipment readiness, and vendor commitments align with implementation schedules.
• Minimizes project schedule impacts by proactively identifying procurement risks and ensuring critical equipment, software, and services are available when implementation resources are scheduled.
• Successfully balances project procurement deliverables with routine operational purchasing activities while maintaining project schedules, service levels, and stakeholder expectations.
• Maintains timely processing of procurement requests, purchase orders, approvals, deliveries, licensing activities, and vendor communications while supporting multiple concurrent projects.
• Ensures procurement requests receive proactive follow-up, accurate documentation, and timely resolution, minimizing delays and maintaining customer satisfaction.
• Demonstrates the ability to prioritize competing project and operational demands while maintaining accuracy, responsiveness, and attention to detail.
• Maintains accurate procurement, inventory, invoice, and project documentation to support audit readiness, operational continuity, and project execution.

Position Qualifications

• Bachelor’s degree in business, supply chain, information technology, or a related field preferred.
• Three to five years of purchasing or procurement experience, preferably supporting IT hardware, software, licensing, and services.
• Experience coordinating procurement for multiple concurrent projects, acquisitions, integrations, or technology deployments.
• Experience with purchase orders, budget tracking, invoice reconciliation, inventory records, and vendor management.
• Experience using ServiceNow, an ERP/procurement system, or a comparable purchasing platform.
• Microsoft licensing or software asset management experience preferred.
• Strong organizational, analytical, communication, and issue-resolution skills.

Benefits:

Full-time team members are offered a comprehensive benefits package through Surgery Partners, including:

• Medical, dental, and vision insurance
• Health Savings Account with employer contribution
• Life and disability insurance
• Paid Time Off (PTO)
• 401(k) retirement plan with company match
• And more!