RapidFort, Inc. - Procurement & Vendor Management Manager

• Procurement & Strategic Sourcing • Manage purchasing across software, cloud infrastructure, professional services, consulting, recruiting, marketing, facilities, and other operating needs. • Partner with department leaders to define requirements, evaluate vendors, and assess commercial options. • Lead competitive bids, requests for proposals, pricing comparisons, and vendor selection processes where appropriate. • Negotiate pricing, discounts, payment terms, contract duration, renewal provisions, and termination rights. • Identify opportunities to consolidate vendors, eliminate duplicate spending, and improve commercial value. • Vendor & Contract Management • Establish and maintain a central vendor and contract register covering business owners, contract values, payment terms, approval status, renewal dates, and notice deadlines. • Maintain an organised repository of agreements, statements of work, order forms, amendments, and supporting vendor documentation. • Work with business owners to monitor vendor performance and address service or commercial issues. • Coordinate vendor offboarding and contract termination with the appropriate internal teams. • Renewals & SaaS Spend • Own the company-wide renewal calendar and implement a 90/60/30-day review process for material contracts. • Review business need, utilisation, license counts, and spending before renewal decisions. • Renegotiate agreements and coordinate reductions or cancellations where appropriate. • Prevent unintended automatic renewals and ensure contractual notice deadlines are met. • Partner with IT and Security on SaaS, cloud, and technology purchasing decisions. • Purchasing Controls & Vendor Onboarding • Build a scalable purchasing workflow covering business justification, budget verification, procurement review, required Security and Legal reviews, financial approval, contract execution, and vendor setup. • Establish purchasing thresholds, approval requirements, and purchase order processes where appropriate. • Coordinate vendor onboarding and collect required contracts, tax forms, insurance certificates, payment terms, and other supporting documentation. • Ensure banking information is collected through approved secure processes. • Escalate purchasing exceptions to the VP of Finance. • Finance & Accounting Coordination • Reconcile vendor records with accounting and accounts payable systems to identify missing documentation or unapproved purchases. • Provide Accounting with executed agreements, payment schedules, and changes in contractual commitments. • Identify prepaid and multi-period agreements and support vendor-spend forecasting. • Maintain clear coordination between Procurement and Accounting, with Accounting retaining responsibility for transaction recording and approved payments. • Customer Setup & Portal Administration • Partner with Sales, Finance, and Accounting to set up customers in internal systems and external procurement, billing, and payment portals. • Coordinate customer master data, billing contacts, purchase order requirements, invoicing instructions, tax documentation, and portal access. • Support customer account setup and maintenance in cloud marketplaces and procurement platforms, such as AWS Marketplace, Microsoft Azure Marketplace, Google Cloud Marketplace, Oracle, Zip, Coupa, PeopleSoft, SAP, and Workday. • Help resolve portal access, invoice submission, purchase order, and payment-processing issues. • Maintain accurate customer setup records and communicate billing requirement changes to Accounting and Accounts Receivable. • Reporting & Process Improvement • Provide visibility into vendor spend by department and category, SaaS and cloud costs, upcoming renewals, and contractual commitments. • Track negotiated savings, cost avoidance, unused licenses, duplicate vendors, and vendor concentration. • Deliver regular procurement and spend reporting to the VP of Finance and executive leadership. • Develop practical policies for purchasing, competitive bidding, contract approvals, renewals, emergency purchases, and vendor offboarding. • Build controls that support sound financial decisions and efficient business operations. • Establish a complete, reliable company-wide vendor and contract register. • Implement a consistent renewal review process with clear ownership and advance notice. • Create a standard purchasing workflow and approval framework. • Give leadership accurate visibility into vendor spending and contractual commitments. • Identify unused software, duplicate purchases, and unnecessary renewals. • Deliver measurable savings or cost avoidance through negotiations and spend management. • Improve vendor documentation and cross-functional coordination. • Establish reliable customer setup and portal administration processes. • Who Will Thrive Here • You enjoy building a function while doing the work. You can move from negotiating a significant technology agreement to resolving a vendor onboarding issue, tracking a renewal deadline, or coordinating customer portal requirements. • You bring commercial judgment, attention to detail, and the confidence to work independently without a large procurement team behind you.