The IT Vendor and Finance Specialist is responsible for coordinating and managing the financial, procurement and administrative office duties for the IT Department. Primary responsibilities include but are not limited to purchasing and accounts payable, financial management, procurement tracking, and other office and administrative tasks. This position requires a significant amount of communication and collaboration within IT and with other MKS divisions to ensure timely and accurate processing. The position also works with management to develop, track, and report on key performance indicators in financial management, contracts, and other areas.
Strong candidates for this position are detail oriented, highly organized, and results driven. They enjoy learning systems and processes and appreciate the importance of continuous improvement. They are passionate about the methods they employ while remaining open to learning new methods that can increase their productivity.
Responsibilities Include
- In partnership with finance and procurement, manage the end-to-end lifecycle, from SOW to Purchase Order to Invoice.
- Ensure that all Purchase Orders align to the budget and that no work begins without the appropriate contracts and purchase orders in place.
- Processes invoices and tracks ongoing IT spending activities to ensure alignment with budgets and forecasts.
- Monitors expenditures against purchase orders and performs related closeout processes.
- Tracks and manages consumption-based services and alerts management or other stakeholders of cost increases compared to forecasts.
- Performs financial management reporting tasks including complex costs analysis, key performance indicators, and other operational metrics.
- Works with IT management and corporate finance to help prepare annual budgets and quarterly forecasts for review by management.
- Participates in the development of our IT vendor best practices and processes for selection, relationship management, and reporting.
- Develops a detailed understanding of our contractual terms and conditions. Reports vendor issues to management.
- Builds understanding of how IT Vendor Management discipline integrates within IT team and company objectives.
- Provides accurate data to support vendor status and briefing documents.
- Monitors key vendor metrics (e.g. Service Level Agreements, Operating Level Agreements, fulfillment status).
- Works with our procurement, HR, and security to manage vendor and vendor resource on-boarding and off-boarding. Ensures that all IT consultants are represented on an active purchase order.
- Assists IT leadership and Finance teams to gather, maintain, and improve IT budget, accruals, and forecast processes.
