Position Summary:
The IT Procurement & Licensing Specialist is responsible for managing the end-to-end procurement, licensing, and vendor management lifecycle for software and hardware assets across the organization and its clients. This role ensures cost-effective purchasing, specializing in vendor negotiation, license compliance, contract optimization, and efficient management of IT assets, including software subscriptions and end-user hardware procurement of laptops and mobile devices.
Essential Duties & Responsibilities:
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Purchase, renew, and manage software licenses and subscriptions across the organization
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Negotiate pricing, terms, and contract conditions for new software purchases and renewals
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Maintain accurate records of software licenses, subscriptions, contracts, and renewal dates
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Monitor software usage and license compliance through regular audits, proactively identify underutilized or unused licenses for cost reduction.
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Review contracts, licensing terms, and renewal notices to identify risks and cost-saving opportunities
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Manage relationships with software and hardware vendors, resellers, and service providers
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Primary point of contact for software and hardware vendor communications, escalations, and negotiations
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Manage procurement of company-issued and client hardware, including:
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Laptops and desktops
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Mobile phones
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iPads and tablets
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Other end-user devices
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Maintain documentation and reporting related to licenses, contracts, vendors, and hardware assets
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Consolidate vendors, standardize licensing, and reduce redundant tools and subscriptions
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Develop, track, and manage IT procurement and licensing budgets for software, hardware, and subscriptions
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Identify and implement cost-saving initiatives through license optimization, contract renegotiation, and vendor rationalization
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Provide financial reporting on IT spend, savings realized, upcoming renewals, and budget forecasts
- Review invoices and billing statements for accuracy, ensuring charges align with contracts, usage, and agreed pricing
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Support internal and external audits related to software licensing and IT assets
Qualifications/Competencies:
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To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to allow individuals with disabilities to perform the essential functions.
Education, Experience & Technical Skills:
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3+ years of experience in IT procurement, software licensing, asset management, or vendor management
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Bachelor’s degree or proven work experience will be considered in lieu of degree.
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Strong understanding of software licensing models (subscription, SaaS, perpetual, user-based, device-based, etc.)
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Experience negotiating contracts, renewals, and pricing with vendors
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Familiarity with hardware procurement and lifecycle management for end-user devices
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Ability to manage multiple vendors, contracts, and renewal timelines simultaneously
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Negotiation confidence – comfortable discussing pricing, terms, and renewals without being intimidated
Soft Skills:
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Excellent communication and customer service skills required.
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Ability to work independently and as part of a team.
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Strong organizational, verbal, written and inter-group collaborative skills a must.
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Excellent verbal, written and analytical communication skills.
- Ability to prioritize issues and respond accordingly.
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Understands compliance, audit, and contractual risks and flags issues early
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Self-motivated with the ability to take initiative and provide results.
