Quoting and Procurement Specialist

Job Summary 

We are seeking a motivated and detail-oriented Quoting & Procurement Specialist to support our global Procurement team. This role blends purchasing, quoting, inventory management, and vendor coordination, and requires strong communication skills along with a solid understanding of computer hardware and software.

The ideal candidate will manage purchasing requests, develop and process client quotes through approval and fulfillment, and maintain effective relationships with internal teams, clients, and vendors. This role also includes inventory and stock management, shipping and receiving, supplier negotiation, tracking product and cost changes, and identifying opportunities to improve processes and operational efficiency.

Duties and Responsibilities:

Client & Sales Support

•  Communicate with clients to understand hardware, software, and licensing requirements
• Prepare and deliver accurate quotes aligned with client needs, contracts, and pricing rules
• Follow up on quotes to improve conversion rates
• Provide details including lead times, availability, shipping costs, and tracking information
• Build strong client relationships and identify opportunities to enhance satisfaction

Order & Procurement Management

• Convert approved quotes into sales orders, purchase orders, and project tickets
• Place orders with vendors and distributors while maintaining margin targets
• Negotiate pricing and manage vendor relationships, including deal registrations and special pricing
• Coordinate credit card transactions with finance
• Maintain accurate product IDs, pricing, and cost data within systems

Inventory & Warehouse Operations

• Maintain and audit internal hardware inventory and stock levels
• Process incoming shipments: receive, label, track, and store inventory
•  Prepare, pick, and coordinate outgoing shipments and deliveries
•  Allocate hardware for internal and client projects
•  Manage restocking based on minimum stock thresholds
• Conduct periodic inventory and asset audits

Post-Sales & Logistics Support 

• Provide order updates and ongoing client support post-purchase 
• Manage returns (RMA), replacements, and refunds with vendors 
• Communicate stock shortages, delays, and order issues to stakeholders 
• Track software licenses, renewals, and related documentation
• Operations Coordination & Workflow Management
• Triage inbound sales requests and ensure complete data collection 
• Assign and balance workload across purchasing staff 
• Manage tickets, opportunities, and workflow queues 
• Coordinate cross-functional handoffs and escalations (e.g., Solutions Design) 
• Ensure adherence to departmental SLAs and timely processing
• Documentation, Compliance & Reporting
• Document processes and maintain organized filing systems 
• Record all activities and communications in ConnectWise 
• Manage vendor confirmations, invoices, and licensing records 
• Complete recurring reports and audits (monthly/quarterly) 
• Escalate vendor or manufacturer issues as needed
•  Administrative & General Support 
•  Assist with office operations (supplies, fleet/vehicle coordination, culture initiatives) 
• Support secure processes such as hard drive destruction and chain of custody
• Perform miscellaneous administrative and operational tasks 
• Handle physical inventory tasks, including lifting up to 50 lbs
• Manage deliveries, including pallet breakdown and transport into the office

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office and general business applications
• Experience with ticketing and procurement systems (e.g., ConnectWise, ServiceNow) preferred
• Strong data entry skills with high accuracy
• Understanding of procurement workflows and inventory management systems
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Customer-focused mindset with strong interpersonal abilities
• Process-driven with a focus on continuous improvement
• Ability to multitask and prioritize in a fast-paced environment
• Self-motivated and proactive, with the ability to work independently and collaboratively
• Positive attitude and willingness to learn and contribute

Qualifications 

• HS diploma 
• Bachelor's Degree preferred
• Professional demeanor 
• 2-4 Years Prior experience in IT procurement, distribution, or managed services preferred 
• 2-4 years Familiarity with hardware vendors and licensing models
• 2-4 Years Experience working in a high-volume quoting or purchasing environment
• Ability to lift over 50+ lbs of equipment 
• Basic understanding of computer hardware, components and software 
• Prior experience working within software systems a plus (ServiceNow, ConnectWise, Microsoft Office Suite) 
• A great attitude and a willingness to learn from and contribute to our Procurement Team 

The Benefits of Working for Abacus 

• Exposure to diverse array of technologies 
• Competitive compensation 
• Robust benefits package: medical, dental, vision, disability, life insurance, 401k, and PTO 
• Positive, friendly, supportive office environment 
• Workplace perks such as healthy snacks, wellness program, and fun events