IT Procurement & Contract Specialist
Keepit
IT, Operations
IT Procurement & Contract Specialist
About the role
Keepit is looking for a structured and commercially minded IT Procurement & Contract Specialist. This is a cross-functional role sitting at the intersection of technology, finance, and legal — responsible for both the sourcing and contracting of IT and SaaS vendors, and the ongoing lifecycle management of our technology agreements.
You will be the go-to person for ensuring Keepit gets the best commercial terms from its vendors while maintaining a well-governed, compliant, and transparent contract portfolio. Keepit operates its own datacenter infrastructure across multiple jurisdictions, which means this role spans everything from SaaS agreements and cloud services to hardware procurement, datacenter contracts, and the logistics of moving equipment across borders.
What you'll do
IT & Hardware Procurement
Lead end-to-end procurement processes for software, SaaS, cloud infrastructure, servers, networking equipment, and other hardware — from needs assessment and RFP/RFI to vendor selection and onboarding
Develop and maintain a preferred vendor list and sourcing playbook aligned with Keepit's technology stack and security requirements
Drive competitive bidding and benchmarking to ensure value for money across the vendor portfolio
Manage hardware procurement cycles including capacity planning inputs, lead time tracking, and coordination with Engineering and IT Operations
Collaborate with IT, Engineering, Finance, and business stakeholders to consolidate spend and eliminate redundant tooling
Support the IT Governance Sub Group (IGSG) in evaluating new technology and maintaining the tech register
Conduct security and compliance pre-screening of new vendors as part of the onboarding process, including review of certifications (ISO 27001, SOC 2), security questionnaires, and data processing terms
IT Contract Management
Own the full lifecycle of IT and SaaS vendor contracts — negotiation, execution, renewal, amendment, and termination
Manage datacenter and colocation agreements including power, cooling, physical security, SLA, and exit provisions
Maintain a structured contract repository with visibility into key dates, renewal windows, spend commitments, and SLA obligations
Negotiate favorable terms on pricing, liability, data processing, IP ownership, and exit rights
Identify and flag contractual risks — including lock-in clauses, auto-renewals, and supplier concentration risks — and escalate to the GC as appropriate
Drive standardization of vendor contract templates and approval workflows
Ensure contracts comply with Keepit's data protection obligations (GDPR, NIS2) and internal security policies, including appropriate audit rights and incident notification requirements
Hardware Logistics, Transport & Customs
Coordinate the international transport of hardware — servers, networking gear, and related equipment — across Keepit's global datacenter footprint
Manage relationships with freight forwarders, customs brokers, and logistics providers to ensure timely and compliant delivery
Oversee import/export documentation, customs classifications (HS codes), and duty management — with particular attention to cross-border shipments into and out of the EU, UK, US, and Brazil
Ensure compliance with applicable export control regulations (e.g. EAR, dual-use goods) and maintain required documentation trails
Work with Operations and Finance to track hardware assets from purchase order through delivery, installation, and eventual decommission
Identify and mitigate logistics risks including supplier delays, port bottlenecks, and customs holds
About you
3–6 years of experience in IT procurement, technology contract management, or a related legal/commercial role — ideally in a SaaS or tech company
Hands-on experience with hardware procurement and/or international logistics is a strong plus
Strong understanding of SaaS licensing models, cloud agreements (AWS, Azure, GCP), and enterprise software commercial structures
Familiarity with datacenter and colocation contract structures
Working knowledge of customs processes, incoterms, and cross-border goods movements — experience with EU, UK, US, or Brazilian import/export is particularly valuable
Working knowledge of NIS2, GDPR, and supply chain security obligations and how these translate into contract language
Ability to read and negotiate contracts with a practical, risk-proportionate approach — legal background or paralegal training is a plus but not required
Familiarity with contract lifecycle management (CLM) tools, procurement platforms, or legal ops tooling
Structured, proactive, and detail-oriented with an ability to manage multiple parallel workstreams
Comfortable working in a fast-moving scale-up environment with a lean team
Fluent in English; additional languages (Polish, Danish, German, French) are an advantage
About us
Our platform provides customers with an immutable, historical archive of their data in systems such as Microsoft 365, Google Workspace, Salesforce, Entra ID, Dynamics 365, and Zendesk.
We protect our customers against everything, ranging from ransomware to simple accidents.
The majority of our back-end components are written in clean, modern C++ using mainly purpose-built components. Components responsible for business processes and data mining are built using Common Lisp. Everything runs on Linux.
We pride ourselves on backing up billions of objects over foreign APIs using imperfect networks on systems with finite memory and making it all happen in a performant, reliable, and predictable way.
As we collaborate across locations, English is our primary language. Please submit your CV in English to support the review process.
We offer:
Official employment – Umowa o pracę contract
4 additional working days of vacation leave per full calendar year
3 days of internal sick leave without a doctor`s note
Health and Life Insurance
Employee Capital Plan (PPK)
Multisport card compensation
Coverage of professional training sessions, meetups, etc.
English-speaking club with native speakers
Polish language classes
Internet and Glasses reimbursement
Cosy office in Krakow city centre (Długa, 72) with beverages, fruit, and cookies
Winter and summer parties, events, team-buildings
We kindly ask you not to provide us with any sensitive categories of personal data when applying for a job with us. When applying for the vacancy, Keepit will process your personal data, and therefore we recommend that you also read our privacy policy, which describes our processing of personal data and your rights as a data subject.
If you notice any misconduct or irregularities that fall within the scope of our whistleblowing procedure, please click here to report them.
- Department
- Legal
- Locations
- Kraków
- Employment type
- Full-time