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Reliance Management Services, LLC

IT Procurement Coordinator

Daytona Beach, FL, United States

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Job details

Posting language: English

Original job description

About Radiology Associates

Radiology Associates is a trusted leader in diagnostic imaging and proudly recognized as a Breast Imaging Center of Excellence by the American College of Radiology. We are committed to delivering high-quality, patient-centered care in a supportive and professional environment. Join a collaborative, purpose-driven team making a real impact across our Florida communities through innovation in healthcare.

General Summary of Duties: The IT Procurement Coordinator serves as the operational point of coordination for technology purchasing, licensing, renewals, inventory, vendor administration, and equipment logistics across a multi-site healthcare imaging environment. The position supports infrastructure, service desk, clinical systems, integration, security, project, accounting, and operational teams by ensuring that technology products and services are requested, approved, purchased, received, documented, renewed, and retired in a controlled and auditable manner.

The role is accountable for maintaining procurement records and strengthening visibility across the lifecycle of hardware, software, cloud services, support agreements, professional services, telecommunications, warranties, certificates, and other technology-related commitments. The coordinator works under the direction of the Director, IT Infrastructure and partners closely with technical owners who define specifications, validate quantities, approve business need, and confirm successful delivery or implementation.

Essential Functions:

Coordinate technology purchase requests submitted through the organization’s approved IT purchasing or ticketing workflow; verify the requester, business purpose, location, quantity, technical owner, approval, required-by date, billing entity, shipping destination, and supporting documentation before processing.
Maintain a centralized and accurate register of software subscriptions, support agreements, maintenance contracts, cloud services, telecommunications services, warranties, SSL/TLS certificates, and other recurring technology commitments.
Coordinate renewals and license changes for enterprise platforms common to the environment, including Microsoft cloud licensing, healthcare imaging and PACS solutions, Mirth/NextGen integration support, VMware/Broadcom, Cisco Meraki, ManageEngine, dictation and workflow products, security services, and related vendor support agreements.
Coordinate new-vendor setup with Purchasing, Accounting, Security, Compliance, Legal, and the requesting technical owner. Collect required documentation such as vendor forms, W-9 information, payment terms, certificates of insurance, contacts, and applicable agreements.
Maintain current sales, account-management, support, renewal, escalation, returns, and billing contacts for strategic suppliers and manufacturers.
Coordinate inventory and asset records with the designated asset-management systems and processes, including ManageEngine Endpoint Central, ServiceNow or successor platforms, financial fixed-asset records, and local stock records.
Maintain reasonable stock levels for approved standard equipment and critical replacement items. Work with technical owners to distinguish stock replenishment, project procurement, onboarding purchases, break/fix replacements, and non-standard equipment.
Open and track warranty claims, returns, replacement requests, and RMAs; retain claim numbers, serial numbers, original order and invoice references, expected credits, shipping labels, deadlines, and vendor status.
Coordinate with technical staff to confirm the correct equipment is packaged, shipped, and replaced, and that replacement assets are recorded and delivered to the appropriate location.
Work closely with Purchasing, Accounts Payable, Finance, and requesting departments to validate invoices against approved quotes, purchase orders, receiving records, contract terms, quantities, billing periods, and applicable entities or cost centers.
Assist with budget planning by providing current contract commitments, renewal forecasts, open orders, expected credits, subscription quantities, and known price or scope changes.
Maintain accurate procurement tickets, status updates, order notes, renewal records, vendor files, and standard work instructions. Communications must clearly identify owner, current status, blocker, next action, and due date.
Develop and maintain procurement procedures, checklists, templates, dashboards, knowledge articles, vendor contact lists, and renewal calendars that improve consistency and reduce reliance on individual memory or email history.
Support implementation of integrated procurement, fulfillment, asset, contract, and receiving workflows in ServiceNow and other approved platforms. Participate in testing and validation of new forms, fields, notifications, reports, and controls.
Protect confidential business, pricing, contract, security, and technical information. Use the minimum information necessary when coordinating requests and avoid including PHI in procurement records unless specifically required and authorized.

Education:

Associate degree in business administration, supply chain, information technology, accounting, healthcare administration, or a related field, plus at least three years of relevant procurement, purchasing, asset, licensing, contract-administration, or IT operations experience; or an equivalent combination of education and experience.

Experience:

Experience coordinating purchase requests, quotes, purchase orders, invoices, receiving, shipping, warranties, returns, and vendor communications.
Working knowledge of enterprise technology products, licensing terminology, subscriptions, support agreements, warranties, and common hardware and software purchasing practices.
Proficiency with Microsoft 365 applications, especially Outlook, Teams, Excel, Word, SharePoint, and Planner, and the ability to learn Sage, ServiceNow, ManageEngine, Track-It!, vendor portals, and related business systems.
Valid Florida driver’s license and ability to travel locally or regionally when required.

Knowledge, Skills and Abilities:

•

• Exceptional organization and follow-through, with the ability to manage multiple orders, renewals, vendors, sites, and deadlines without losing the audit trail.

• Strong attention to detail when validating quantities, part numbers, serial numbers, license metrics, dates, terms, bill-to and ship-to details, supporting documents, and financial references.

• Ability to read and summarize quotes, statements of work, invoices, support agreements, maintenance renewals, licensing documents, product specifications, and vendor correspondence.

• Clear written and verbal communication, including the ability to translate procurement status into concise, actionable updates for technical teams, leadership, vendors, Accounting, and nontechnical stakeholders.

• Sound judgment regarding urgency, risk, escalation, confidentiality, and when a request requires technical, security, compliance, legal, financial, or leadership review.

• Ability to work independently within established controls, respond to shifting priorities, and maintain a professional, service-oriented approach during urgent operational or project needs.

• Basic numerical proficiency sufficient to compare quotes, calculate extensions and variances, validate totals, analyze unit pricing, and support budget and renewal reporting.

Preferred Qualifications:

•

• Experience supporting procurement in healthcare, radiology, clinical imaging, managed services, or another regulated environment.

• Experience with multi-entity purchasing, multi-site logistics, software asset management, technology contract renewals, fixed-asset coordination, or cloud and subscription licensing.

• Familiarity with healthcare IT platforms and infrastructure categories such as PACS/RIS, clinical integrations, DICOM/HL7 systems, dictation, servers, virtualization, storage, networking, security tools, mobile devices, and diagnostic workstations.

• Professional certification or coursework in procurement, supply chain, project coordination, IT asset management, contract administration, or Microsoft business applications.

Physical/Mental Demands:

Regularly performs computer-based work, communicates by telephone and electronic collaboration tools, handles documents and equipment, and may sit for extended periods. Frequently required to reach, grasp, carry, pack, unpack, label, or stage IT equipment. Must occasionally lift or move equipment weighing up to 75 pounds, with appropriate assistance or material-handling practices when needed.

Environmental/Working Conditions:

Work may occur in offices, storage areas, IT workspaces, imaging-center locations, and other supported sites where noise levels range from quiet to moderately noisy. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

Benefits

As an employee of Radiology Associates, you will enjoy a comprehensive benefits package that includes:

Affordable Medical, Dental, and Vision Insurance
Paid Time Off (PTO) and Paid Holidays
Paid Life and AD&D Insurance
Employee Assistance Program (EAP)
Travel Assistance and Identity Theft Assistance
Employee Recognition Programs
401(k) Retirement Program
Employee Referral Bonus Program

Additional Information:

Equal Opportunity Employer: We comply with federal, state, and local anti-discrimination laws, regulations, and ordinances.

Drug-Free and Tobacco-Free Workplace: We are committed to maintaining a safe and healthy work environment.

E-Verify Participation: This organization participates in E-Verify to confirm employment eligibility in the United States.

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More about this job

Skills

Procurement
Logistics
Workflow
Documentation
VMware
Regulatory compliance
Sales
ServiceNow
Onboarding
Accounts payable
Budget management
Supply chain management
Computer technology
Microsoft 365
Microsoft Outlook
Microsoft Teams
Microsoft Excel
Microsoft Word
Microsoft SharePoint
Attention to detail
Communication skills
Leadership
Confidentiality
Work independently
Reporting
Collaboration
Tolerate sitting for long periods
Material handling

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