Job Title: Vendor Program Specialist
Number of Positions: 1
Assignment Type: 6 month contract
Location: Charlotte, NC ; onsite Tues-Thurs, WFH Monday & Friday
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What the Hiring Manager Is Looking For someone who can step into an existing SaaS License Program Management operation and keep the day-to-day work moving with very little hand-holding.
The manager highlighted three key qualities:
- SaaS / Software Licensing Experience
- Experience working with SaaS solutions or software licensing programs.
- Understanding of individual user licensing and utilization.
- Experience supporting license administration, program management, reporting, or related activities.
- Candidates with previous License Management or Software Asset Management experience are highly relevant.
- Strong Attention to Detail
- Ability to maintain accurate license, program, and reporting data.
- Comfortable following established processes and SOPs.
- Ability to manage multiple requests, approvals, records, and follow-up items without losing track of details.
- Experience with structured operational processes is important.
- Communication & Stakeholder Management
- Ability to communicate effectively with different levels of stakeholders and leadership.
- Comfortable working across multiple business groups and interacting with different personalities.
- Strong written and verbal communication skills are important.
Technology / SaaS Programs
The team currently supports approximately eight SaaS/license programs. Some of the major platforms include: Smartsheet, Monday.com, Adobe, Atlassian, Articulate, DocuSign, ClickUp, Miro
Smartsheet and Monday.com are among the team's larger programs.
2–5 years of hands-on SaaS / Software License Management / IT Operations experience
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Job Overview
The Vendor Program Specialist supports the day-to-day operational execution of the License Program Management function within the Vendor Strategy Office. This role is responsible for managing routine license administration, maintaining accurate license and vendor records, supporting recurring reporting and billing activities, coordinating standard vendor and user communications, and helping preserve the documentation needed for program continuity, audit readiness, and governance. The role is expected to capture and route technical or complex requests appropriately, maintain LPM tracking and vendor context, and escalate commercial, compliance, governance, or technical issues to the appropriate senior owner.
Key Responsibilities
Routine License Administration & User Access Support
- Own routine license adds, removes, transfers, and access-change requests in accordance with established SOPs, approval requirements, and vendor-specific processes.
- Maintain accurate license, entitlement, user, group, allocation, renewal, and vendor records across assigned LPM programs.
- Monitor standard request queues, vendor tickets, and user support items to help ensure timely follow-up and completion.
- Identify routine discrepancies between licensed counts, assigned users, usage data, and internal records, and prepare findings for review or escalation.
Reporting, Data Management & Billing Support
- Maintain recurring license usage, consumption, billing, recovery, chargeback, renewal, and operational reporting.
- Validate license counts, user data, cost allocations, usage metrics, and vendor-provided reports for completeness and accuracy.
- Prepare usage, count, spend, allocation, and recovery data to support monthly billing, financial reviews, renewal planning, audits, and leadership reporting.
- Support dashboard and tracker maintenance by keeping data current, organized, and aligned to agreed reporting definitions.
Program Documentation & Governance Records
- Maintain program runbooks, SOPs, trackers, templates, governance records, vendor documentation, and standard communication materials.
- Document approved process changes, vendor capability updates, roadmap items, licensing model changes, and operational decisions that may impact users, costs, or governance.
- Support audit readiness by maintaining complete, organized, and accessible records of licensing activity, approvals, vendor documentation, and related program artifacts.
- Help ensure recurring operational work can be backed up by maintaining clear documentation and transition-ready records.
Vendor & User Coordination
- Coordinate routine vendor communications, user communications, demos, trainings, follow-up items, and meeting logistics.
- Provide standard information to users and internal stakeholders regarding license access, program updates, documentation requirements, and approved operating procedures.
- Track vendor deliverables, routine support items, open questions, and follow-up actions to support program visibility and continuity.
- Escalate complex vendor, commercial, technical, compliance, governance, or user-impacting issues
Renewal, Audit & Commercial Readiness Support
- Prepare license usage, count, spend, utilization, renewal date, and vendor documentation needed to support renewal planning and commercial review.
- Support software audit preparation by gathering usage reports, entitlement data, documentation, and evidence requested by senior LPM owners or internal stakeholders.
- Identify underused, unused, duplicative, or potentially misaligned licenses and prepare data-backed findings for review.
- Support renewal readiness activities while escalating negotiation strategy, pricing decisions, contractual commitments, and vendor positioning to senior owners.
Program Evolution, Support & Alignment
- Execute approved operational changes related to license cleanups, user migrations, consolidation activities, access changes, and enterprise SaaS program updates.
- Collect and report AI usage, consumption or cost data where applicable to support SaaS governance and cost visibility.
- Capture business needs related to integrations, APIs, SSO/SCIM, AI capabilities, automation, or other technical enablement requests and route them to the appropriate technology, cybersecurity, architecture, IDAM, or platform owners.
- Maintain accurate records and program data needed to support enterprise Software Asset Management alignment, vendor governance, and portfolio visibility.
Qualifications
Education
Bachelor’s degree in Business Administration, Information Technology, Supply Chain Management, Finance, or a related field preferred; equivalent work experience may be considered.
Experience
- 2–4 years of experience in vendor management, procurement operations, contract administration, software licensing support, SaaS operations, financial operations, or a related operational role.
- Experience working with vendor records, license tracking, user/access requests, reporting, billing support, compliance documentation, or operational workflows preferred.
- Experience supporting SaaS vendors, enterprise licensing programs, software asset management, vendor onboarding, or technology procurement is a plus.
Skills & Competencies
- Strong organizational skills, attention to detail, and ability to maintain accurate records across multiple programs and stakeholders.
- Ability to work with license, usage, billing, vendor, and renewal data to identify discrepancies, trends, and required follow-up actions.
- Proficiency with Excel and reporting tools for data tracking, validation, analysis, and recurring reporting.
- Strong written and verbal communication skills for routine user, vendor, and stakeholder coordination.
- Ability to manage multiple requests, deadlines, trackers, and follow-up items in a fast-paced environment.
- Ability to follow SOPs, recognize when an item falls outside standard process, and escalate appropriately.
- Familiarity with SaaS licensing models, vendor management systems, procurement platforms, software asset management tools, or compliance tracking processes preferred.
Preferred Qualifications
- Exposure to SaaS, subscription-based licensing, enterprise agreements, chargeback models, and software asset management practices.
- Experience supporting recurring billing, recovery, license utilization, or renewal-readiness processes.
- Familiarity with vendor risk, compliance documentation, access governance, or audit-support processes.
- Experience maintaining SOPs, runbooks, dashboards, trackers, or operational reporting for a shared services or governance function.
If this opportunity is not a fit but you know someone who may be interested, feel free to forward the opportunity to them.
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