We are looking for a highly organized and detail-oriented Software Vendor Management Specialist to manage the day-to-day administration and tracking of our software vendors. You'll keep vendor records, contracts, renewals, required reviews, and other important documentation accurate and on track while coordinating with vendors and teams across the organization.
This role is ideal for someone who enjoys creating order, keeping track of details, and making sure nothing falls through the cracks. You don't need a technical IT background, but you should be comfortable working with software vendors, financial information, established processes, and multiple deadlines at once.
Work Location: Hybrid role based out of our Eugene, Oregon office.
What You'll Do
- Maintain accurate records of software vendors, contracts, renewal dates, costs, and supporting documentation.
- Track contract and renewal timelines and coordinate with vendors and internal software owners to keep required activities on schedule.
- Monitor required IT security reviews for new and renewing software vendors, ensuring reviews are initiated, documented, and completed through the appropriate IT process.
- Coordinate and track vendor audits, including required documentation, security requirements, identified risks, outstanding items, and completion status.
- Serve as a primary point of contact for routine vendor communication, documentation requests, and follow-up.
- Track applicable service-level agreements (SLAs) and key performance indicators (KPIs), identify potential concerns, and escalate issues when appropriate.
- Proactively follow up with vendors and internal stakeholders on outstanding documentation, approvals, security reviews, renewals, and other open items.
- Run and review Sage reports and company credit card activity to identify and track software-related spending.
- Research unidentified, miscoded, or unexpected software expenditures and work with internal teams to resolve discrepancies.
- Identify software purchases that may have occurred outside established IT processes and coordinate appropriate follow-up.
- Maintain complete and organized vendor records and documentation in accordance with established processes.
- Provide administrative tracking support for software deployment, single sign-on (SSO), and other IT-related initiatives as assigned.