Procurement Administrator and Supply Chain Manager

Due to our continued growth, we are seeking an experienced Procurement Administrator and Supply Chain Manager to join Fifosys. This is a critical operational role, responsible for accurate billing, effective procurement and robust commercial administration across the full lifecycle, from quoting and ordering through to invoicing, provisioning and audit support.

The role provides hands-on Autotask administration, supports communications billing and provisioning, ensures revenue integrity and maintains audit-ready commercial documentation. It also plays an important part in delivering a quality customer experience and supporting the continued development of efficient, accurate and scalable internal operations.

About Fifosys

Fifosys is one of the top Managed Service Providers in Europe, delivering fully managed IT services to a range of UK and global clients 24 hours a day, 365 days per year. We provide enterprise-grade support, security and consulting solutions to mid-sized and growing businesses in the property, retail, financial services and healthcare sectors.

Over the past five years, we have enjoyed significant organic growth, further strengthened through acquisition, and we continue to invest in the systems, people and technologies that support our long-term success.

Role overview

You will manage commercial and procurement administration across a broad range of operational activities, including Autotask administration, contract and licence accuracy, billing cycles, vendor coordination, provisioning support and project procurement.

You will work closely with Sales, Finance and Technical teams to ensure commercial data is accurate, documentation is audit-ready and services are delivered efficiently. You will also support the business as we continue to introduce AI tooling to improve automation, velocity, accuracy and integrity across departments.

Key responsibilities

• Manage end-to-end administration of Autotask, including opportunities, procurement, billing, contract setup and vendor engagement.
• Build and maintain Autotask dashboards, views and widgets to support commercial visibility and reporting.
• Manage licence and contract accuracy, including Office 365 and NCE licence reconciliation and approved price increases.
• Run accurate monthly communications and services billing cycles.
• Coordinate vendor-led price changes and support clear communication to customers.
• Raise purchase orders and manage ordering of hardware and services.
• Develop and maintain strong working knowledge of key vendors.
• Manage Gamma, or equivalent, provisioning and activations.
• Investigate and support migrations, regrades and connection issues.
• Act as a key liaison between vendors, customers and internal delivery teams.
• Provide procurement and commercial administration support for client projects.
• Obtain competitive vendor quotes and ensure projects are commercially ready prior to delivery.
• Validate costs, licences and materials using Kaseya Quote Manager.
• Maintain accurate records for contracts, renewals, subscriptions and project-related commercial documentation.
• Ensure documentation is audit-ready and compliant with internal controls.
• Act as the primary operational link between Commercial Operations and Finance.
• Ensure billing data alignment between Autotask and NetSuite.
• Support month-end close activities, including reconciliations and variance investigations.
• Receive, log and prepare client equipment for handover to the Service Desk.
• Ensure accurate purchase order matching and tagging.
• Coordinate with internal teams and couriers to support timely deployment.

What you will bring

Required

• Proven experience in a procurement or commercial administration role within an MSP or IT services environment.
• Hands-on experience with Autotask.
• Experience managing billing cycles, contracts and vendor relationships.
• Strong attention to detail with excellent numerical and reconciliation skills.
• Confidence working cross-functionally with Sales, Finance and Technical teams.
• Strong client liaison and communication skills.

Desirable

• Experience with NetSuite.
• Knowledge of Office 365 NCE licensing.
• Experience with Kaseya Quote Manager.
• Understanding of telecoms provisioning, such as Gamma.

Person profile

• Highly organised, with the ability to manage multiple priorities.
• Proactive problem-solver with a strong commercial mindset.
• Clear and effective communicator, both written and verbal.
• Comfortable working in a fast-paced, changing environment.
• Committed to accuracy, operational discipline and continuous improvement.

How to apply

To apply for this role, please send your CV and a short covering note explaining your interest in the Procurement Administrator and Supply Chain Manager position to recruitment@fifosys.com. Please include “Procurement Administrator and Supply Chain Manager Vacancy” in the subject line. Alternatively, you can fill out the form below and we'll be in touch.