IT Procurement and Billing Coordinator - USA

Employment type: Full-time, office-based

Location: Franklin, Tennessee (Nashville area)

Office: Nashville area, Tennessee

Reports to: Director, Managed Service Practice

Zazz is a global IT services and technology company providing managed IT services, cloud solutions, cybersecurity, software engineering and technology consulting. Its managed services team supports clients through proactive monitoring, service desk support, infrastructure management and ongoing improvement, with a focus on dependable services and long-term client relationships.

The IT Procurement and Billing Coordinator manages the day-to-day administration of sales opportunities, quotations, purchasing and client billing within Zazz Managed IT Services. You will use HaloPSA to keep commercial activity accurate and moving, from initial requirements and client approval through to ordering, fulfilment, invoicing and payment follow-up.

Procurement, sales administration and billing form the majority of the role. Based full-time in the Franklin office, you will also receive, prepare, pack and dispatch client hardware, provide practical on-site assistance to remote engineers, and carry out occasional basic IT support tasks when required.

• Create and maintain opportunities in HaloPSA CRM, recording client requirements, products and services, opportunity stage, value, expected dates, ownership and the next action.
  
• Work with account owners and engineers to confirm specifications, quantities, compatibility, licensing and delivery requirements before preparing a quotation.
  
• Obtain supplier pricing and availability, calculate selling prices using approved margins, and prepare clear quotes covering hardware, software, services, delivery charges and applicable approved tax treatment.
  
• Send approved quotations to clients, answer commercial queries, follow up outstanding decisions and maintain version history, expiry dates and evidence of client acceptance.
  
• Progress accepted quotes into the appropriate sales orders, purchasing and fulfilment records. Coordinate handovers to engineering and Finance, and keep clients informed of lead times and changes.
  

• Raise approved purchase orders for hardware, software, licences and related services, linking purchases to the correct client, accepted quote, sales order or internal requirement.
  
• Compare suppliers on total cost, availability, lead time, warranty and suitability. Work with engineers on substitutions and obtain approval before changing agreed specifications or pricing.
  
• Track order acknowledgements, backorders, partial deliveries and expected arrival dates. Chase suppliers and communicate delays early to clients and delivery teams.
  
• Check received goods against purchase orders and delivery records. Record shortages, damage or incorrect items, and coordinate returns, warranty claims, replacements and supplier credits.
  
• Maintain accurate product, supplier, cost, serial number and stock records. Allocate equipment to the correct client, reconcile physical stock and track loan, returned and unassigned equipment.
  
• Coordinate licence purchases and renewals with account owners and engineers, checking quantities, renewal dates, cancellation deadlines and client approval to prevent avoidable costs.
  

• Prepare, raise and send client invoices through HaloPSA and the agreed Finance workflow, using the correct billing entity, contacts, purchase order references, terms and approved billing triggers.
  
• Check invoice lines against accepted quotations, contracts, delivery evidence, completed work and approved charges. Confirm quantities, rates, dates, shipping charges and Finance-approved tax treatment.
  
• Support recurring service and licence billing, including approved additions, removals, renewals and pro-rated charges. Investigate missing, duplicate or inconsistent billing items before release.
  
• Monitor outstanding invoices and aged balances, send courteous reminders, contact clients about overdue payments, and record promised payment dates and follow-up actions.
  
• Investigate billing queries with Finance, account owners and engineers. Escalate disputes and overdue accounts, and process authorised corrections or credit notes through the agreed approval route.
  
• Match supplier invoices to purchase orders and receipts, flag discrepancies for Finance, and help reconcile billing records and payment status. Prepare regular updates on unbilled orders, overdue invoices and unresolved exceptions.
  

Maintain a clear audit trail of approvals, client communications, purchases and billing activity. Follow delegated approval limits for pricing, discounts, expenditure and credits. Coordinate payment confirmation with Finance and obtain approval for payment plans or write-offs. Keep clients and colleagues informed, with clear owners and dates for outstanding actions.

• Receive and securely store client equipment, record serial numbers and asset tags, and maintain traceability from arrival through configuration, dispatch, return or disposal.
  
• Prepare laptops and desktops using approved build instructions: install or provision the operating system, apply updates, enrol devices in management, install approved software and security tools, and complete readiness checks.
  
• Provide hands-on assistance to remote engineers by connecting power, network and console cables to switches, firewalls and servers, establishing approved remote access, and following their configuration and testing instructions.
  
• Obtain the required technical sign-off, confirm the correct client, recipient and delivery address, then pack equipment securely with the required accessories. Arrange shipping, record tracking details and confirm delivery.
  
• Assist with basic device setup and troubleshooting when required, documenting work in HaloPSA and escalating issues beyond your capability. Protect client data and credentials, and follow authorised handling and wiping procedures for returned equipment.
  

• Experience in IT procurement, sales administration, order processing, billing or a comparable operational role, with a strong focus on accuracy and follow-through.
  
• Ability to prepare quotations, process orders and invoices, check costs and margins, and manage payment follow-up professionally.
  
• Confidence using CRM, PSA, invoicing or purchasing systems, alongside spreadsheets and Microsoft 365; ability to learn and follow HaloPSA workflows.
  
• Practical familiarity with laptops, desktops, peripherals and basic networking, with the ability to follow documented builds and assist engineers safely.
  
• Strong organisation and communication skills, with the ability to balance client deadlines, supplier issues, stock movements and billing tasks.
  
• Ability to work full-time from the Franklin office and safely receive, prepare, pack and move IT equipment, using appropriate handling assistance or equipment when needed.
  

• Experience in an MSP, IT reseller or distributor, particularly with HaloPSA CRM, quoting, purchasing, stock and billing functions.
  
• Experience with licence subscriptions, recurring billing, inventory control, courier bookings, warranty returns and supplier portals.
  
• Experience with Windows deployment, device enrolment, NinjaOne or similar tools; relevant entry-level IT training or certification.
  

Success will be measured through accurate and timely quotes, orders and invoices; consistent payment follow-up; reliable stock and asset records; equipment delivered correctly and on schedule; and clear communication with clients, suppliers, Finance and engineering. Procurement and billing remain the primary priorities, with hardware and support work coordinated around business needs.