Procurement & Vendor Management Manager

Procurement & Vendor Management Manager

RapidFort | Palo Alto / San Francisco Bay Area - Hybrid

Department: Finance

Reports to: VP of Finance

Employment type: Full-time, Exempt

Base salary: $145,000-$165,000 annually

Target bonus: 10% of base salary

Equity: Eligible for stock options based on level and experience

About RapidFort

RapidFort is a cybersecurity company helping organisations secure their software supply chains, reduce vulnerabilities, and minimise the attack surface of containerised applications.

As we grow, we are looking for a hands-on Procurement & Vendor Management Manager to build and manage the processes behind our purchasing, vendor relationships, and commercial commitments.

The Opportunity

You will own the vendor lifecycle-from sourcing and negotiation through contracting, onboarding, renewals, performance monitoring, and offboarding.

Reporting to the VP of Finance, you will partner with IT, Security, Legal, Accounting, and department leaders to help RapidFort make informed purchasing decisions, strengthen financial controls, and get greater value from its vendor relationships.

This role combines strategic negotiation with day-to-day execution. You should be comfortable building processes in a growing technology company and personally managing the details that keep purchasing and vendor operations running smoothly.

What You Will Do

Procurement & Strategic Sourcing

• Manage purchasing across software, cloud infrastructure, professional services, consulting, recruiting, marketing, facilities, and other operating needs.

• Partner with department leaders to define requirements, evaluate vendors, and assess commercial options.

• Lead competitive bids, requests for proposals, pricing comparisons, and vendor selection processes where appropriate.

• Negotiate pricing, discounts, payment terms, contract duration, renewal provisions, and termination rights.

• Identify opportunities to consolidate vendors, eliminate duplicate spending, and improve commercial value.

Vendor & Contract Management

• Establish and maintain a central vendor and contract register covering business owners, contract values, payment terms, approval status, renewal dates, and notice deadlines.

• Maintain an organised repository of agreements, statements of work, order forms, amendments, and supporting vendor documentation.

• Work with business owners to monitor vendor performance and address service or commercial issues.

• Coordinate vendor offboarding and contract termination with the appropriate internal teams.

Renewals & SaaS Spend

• Own the company-wide renewal calendar and implement a 90/60/30-day review process for material contracts.

• Review business need, utilisation, license counts, and spending before renewal decisions.

• Renegotiate agreements and coordinate reductions or cancellations where appropriate.

• Prevent unintended automatic renewals and ensure contractual notice deadlines are met.

• Partner with IT and Security on SaaS, cloud, and technology purchasing decisions.

Purchasing Controls & Vendor Onboarding

• Build a scalable purchasing workflow covering business justification, budget verification, procurement review, required Security and Legal reviews, financial approval, contract execution, and vendor setup.

• Establish purchasing thresholds, approval requirements, and purchase order processes where appropriate.

• Coordinate vendor onboarding and collect required contracts, tax forms, insurance certificates, payment terms, and other supporting documentation.

• Ensure banking information is collected through approved secure processes.

• Escalate purchasing exceptions to the VP of Finance.

Finance & Accounting Coordination

• Reconcile vendor records with accounting and accounts payable systems to identify missing documentation or unapproved purchases.

• Provide Accounting with executed agreements, payment schedules, and changes in contractual commitments.

• Identify prepaid and multi-period agreements and support vendor-spend forecasting.

• Maintain clear coordination between Procurement and Accounting, with Accounting retaining responsibility for transaction recording and approved payments.

Customer Setup & Portal Administration

• Partner with Sales, Finance, and Accounting to set up customers in internal systems and external procurement, billing, and payment portals.

• Coordinate customer master data, billing contacts, purchase order requirements, invoicing instructions, tax documentation, and portal access.

• Support customer account setup and maintenance in cloud marketplaces and procurement platforms, such as AWS Marketplace, Microsoft Azure Marketplace, Google Cloud Marketplace, Oracle, Zip, Coupa, PeopleSoft, SAP, and Workday.

• Help resolve portal access, invoice submission, purchase order, and payment-processing issues.

• Maintain accurate customer setup records and communicate billing requirement changes to Accounting and Accounts Receivable.

Reporting & Process Improvement

• Provide visibility into vendor spend by department and category, SaaS and cloud costs, upcoming renewals, and contractual commitments.

• Track negotiated savings, cost avoidance, unused licenses, duplicate vendors, and vendor concentration.

• Deliver regular procurement and spend reporting to the VP of Finance and executive leadership.

• Develop practical policies for purchasing, competitive bidding, contract approvals, renewals, emergency purchases, and vendor offboarding.

• Build controls that support sound financial decisions and efficient business operations.

What You Will Bring

Required Qualifications

• 5+ years of relevant experience in procurement, strategic sourcing, vendor management, purchasing, or a related function.

• Experience negotiating SaaS, technology, professional services, or comparable commercial agreements.

• Strong knowledge of vendor lifecycle management, contract administration, and renewal management.

• Strong analytical and financial skills, including the ability to evaluate pricing models, contract economics, and spending trends.

• Excellent organisational skills and the ability to manage multiple negotiations, renewals, and deadlines.

• Clear written and verbal communication skills.

• Experience partnering with Finance, Accounting, IT, Security, Legal, and business leaders.

• The ability to work independently and take ownership in a fast-paced, growing organisation.

• A bachelor’s degree in Business, Finance, Accounting, Supply Chain, Operations, or a related field, or equivalent relevant experience.

Preferred Qualifications

• Experience in a SaaS, cybersecurity, cloud, or technology company.

• Experience building or formalising a procurement function.

• Familiarity with cloud purchasing and enterprise software agreements.

• Experience with Xero, Bill.com, procurement platforms, or similar financial systems.

• Familiarity with security and privacy reviews, SOC 2 environments, and technology vendor risk management.

• Experience with customer procurement portals, cloud marketplaces, or customer onboarding administration.

• A procurement certification such as CPSM, CPSD, or equivalent is beneficial but not required.

What Success Looks Like

During your first year, you will:

• Establish a complete, reliable company-wide vendor and contract register.

• Implement a consistent renewal review process with clear ownership and advance notice.

• Create a standard purchasing workflow and approval framework.

• Give leadership accurate visibility into vendor spending and contractual commitments.

• Identify unused software, duplicate purchases, and unnecessary renewals.

• Deliver measurable savings or cost avoidance through negotiations and spend management.

• Improve vendor documentation and cross-functional coordination.

• Establish reliable customer setup and portal administration processes.

Who Will Thrive Here

You enjoy building a function while doing the work. You can move from negotiating a significant technology agreement to resolving a vendor onboarding issue, tracking a renewal deadline, or coordinating customer portal requirements.

You bring commercial judgment, attention to detail, and the confidence to work independently without a large procurement team behind you.

Compensation & Location

• Annual base salary: $145,000-$165,000.

• Annual target bonus: 10% of base salary.

• Equity: Eligible for stock options based on level and experience.

• Location: Palo Alto / San Francisco Bay Area, with a hybrid working arrangement.