Vendor Program Specialist – License Program Management

Job Title: Vendor Program Specialist  

Number of Positions: 1

Assignment Type: 6 month contract

Location: Charlotte, NC ; onsite Tues-Thurs, WFH Monday & Friday

• 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.

• 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.

• 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.

• 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

• 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.

• 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.

• 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.

• 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.

• 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.