IT Software Asset & Licensing Administrator

JOB OUTLINE

This role is critical for keeping the technology software use for the organisation under control and compliant with regulations. The role will be responsible for maintaining an accurate inventory of all software assets, including licenses and renewal dates. The incumbent will conduct regular audits to ensure all software assets are accounted for and used according to license agreements. This includes tracking software usage, managing license lifecycles, and identifying opportunities to optimize costs through consolidation or eliminating unused licenses. The incumbent will be a key point of contact for various internal teams, acting as a bridge between Group IT, business units, and vendors. This role will collaborate with internal teams like legal and supply chain to ensure smooth software acquisition and vendor management processes. Communication skills are essential for keeping everyone informed through reports on software inventory, usage, and costs, as well as vendor performance updates and recommendations.

DUTIES AND RESPONSIBILITIES

Software Inventory Management

• Maintains an accurate and up to date inventory of all software assets, including licenses and renewal dates.
• Performs regular audits to identify and reconcile discrepancies.
• Tracks software usage to ensure compliance with license agreements.

License Management

• Ensures software is used in accordance with license agreements to avoid legal and financial risks.
• Tracks license expiration dates and manages renewals to avoid disruptions.
• Manages the lifecycle of software assets from acquisition to decommissioning.

Cost Optimization

• Identifies opportunities to reduce software costs through consolidation, and optimization of licenses in conjunction with team leads.
• Monitors software usage and identifies unused or underutilized licenses for potential savings.

Compliance

• Ensures the organization is compliant with software licensing agreements and relevant regulations.
• Maintains documentation of software licenses and usage.
• Implements processes to identify and mitigate software compliance risks.

Technical Skills

• Proficient in software asset management tools and technologies.
• Has a working knowledge of different software licensing models (perpetual, subscription, etc.).

Vendor Onboarding and Relationship Management

• Consolidates all relevant information to assist Supply chain with timely and accurate contract execution.
• Manages the vendor onboarding process in accordance with company processes.
• Develops and maintains positive relationships with key vendor contacts.

Contract Management

• Tracks contract expiration dates and initiates renewal processes well in advance with the Supply Chain team.
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