IT Support L2 - Vendor Management

Role overview

This position provides backup administrative and coordination support to the IT Services and Vendor Management team in a Managed Services environment. The focus is on vendor follow-up, procurement and renewal tracking, invoice coordination, asset management support, and general IT coordination. Access to systems and records is intentionally limited and controlled.

Key responsibilities

• Work with IT vendors to obtain quotations, chase updates, clarify routine queries, and track delivery progress.
• Prepare purchase requests, maintain supporting paperwork, and monitor PR/PO progress with Procurement and internal teams.
• Review Procurement Business Cases, manage related documents, and keep track of their progress with Procurement and stakeholders.
• Keep logs for contracts, renewals, subscriptions, invoices, and procurement activity, and highlight items that need attention.
• Follow up on renewals and gather the documents needed to reduce the risk of service or subscription disruption.
• Assist with invoice validation and coordinate with vendors, Procurement, and Finance on standard processing issues.
• Coordinate with vendors for hardware support and warranty-related repairs.
• Provide backup administration for software licensing and subscriptions, including renewal dates and basic entitlement tracking.
• Support asset management tasks such as updating asset records, monitoring issue and return activity, and maintaining inventory files.
• Handle documentation control, filing, record retention, and preparation of basic status reports.
• Build and maintain working knowledge of general IT support processes to assist with coordination and backup duties.
• Escalate delays, missing documents, expiring renewals, vendor concerns, and other risks to the appropriate internal staff.

Experience and skills

The role suits someone with prior exposure to IT administration, vendor coordination, procurement support, asset management, or IT operations support. A basic understanding of IT support processes is required, along with familiarity with Oracle PR/PO, invoice follow-up, renewals tracking, and document control. Strong coordination, communication, attention to detail, and confidentiality awareness are important. Daily work involves ERP or procurement tools, Excel trackers, email, and document repositories. Oracle experience is expected; ServiceNow SAM module knowledge is a plus.

Access and authority limits

This is a backup-support position only. Access to systems and records will remain limited to approved areas. Approval authority, sensitive commercial details, confidential contract matters, and restricted IT/system access stay with authorized internal staff unless management specifically approves otherwise and company policy, confidentiality rules, and access controls are followed.