IT Procurement and Licensing Specialist

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:

Purchase, renew, and manage software licenses and subscriptions across the organization

Negotiate pricing, terms, and contract conditions for new software purchases and renewals

Maintain accurate records of software licenses, subscriptions, contracts, and renewal dates

Monitor software usage and license compliance through regular audits, proactively identify underutilized or unused licenses for cost reduction.

Review contracts, licensing terms, and renewal notices to identify risks and cost-saving opportunities

Manage relationships with software and hardware vendors, resellers, and service providers

Primary point of contact for software and hardware vendor communications, escalations, and negotiations

Manage procurement of company-issued and client hardware, including:

Laptops and desktops

Mobile phonesi

Pads and tablets

Other end-user devices

Maintain documentation and reporting related to licenses, contracts, vendors, and hardware assets

Consolidate vendors, standardize licensing, and reduce redundant tools and subscriptions

Develop, track, and manage IT procurement and licensing budgets for software, hardware, and subscriptions

Identify and implement cost-saving initiatives through license optimization, contract renegotiation, and vendor rationalization

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

Support internal and external audits related to software licensing and IT assets

Qualifications/

Competencies:

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:

3+ years of experience in IT procurement, software licensing, asset management, or vendor management

Bachelor’s degree or proven work experience will be considered in lieu of degree.

Strong understanding of software licensing models (subscription, SaaS, perpetual, user-based, device-based, etc.)Experience negotiating contracts, renewals, and pricing with vendors

Familiarity with hardware procurement and lifecycle management for end-user devices

Ability to manage multiple vendors, contracts, and renewal timelines simultaneously

Negotiation confidence – comfortable discussing pricing, terms, and renewals without being intimidated

Soft Skills:

Excellent communication and customer service skills required.

Ability to work independently and as part of a team.

Strong organizational, verbal, written and inter-group collaborative skills a must.

Excellent verbal, written and analytical communication skills.

Ability to prioritize issues and respond accordingly.

Understands compliance, audit, and contractual risks and flags issues early

Self-motivated with the ability to take initiative and provide results.
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