IS Licensing Administrator

About the Role

Join Gallagher's global Information Services team in Hamilton, NZ, as an IS Licensing Administrator. This position is essential to managing software licensing, renewals, procurement, and asset records, ensuring compliance and optimizing software investments across the company.

Key Responsibilities

• Maintain precise records of software licenses, subscriptions, entitlements, agreements, and deployments.
• Manage the software renewal pipeline proactively, initiating reviews prior to expiry dates.
• Validate software license assignments by analyzing actual usage before renewals.
• Identify and manage unused, inactive, duplicate, or over-provisioned licenses.
• Coordinate license reclamation, reallocation, tier adjustments, and quantity reductions.
• Monitor vendor communications for updates on licensing metrics, terms, pricing, or renewal conditions.
• Support compliance audits by collecting and verifying necessary evidence.
• Maintain licensing and entitlement data within ServiceNow (SNOW) and related databases.
• Detect potential licensing gaps, expired agreements, and untracked installations.
• Ensure all renewal documentation including decisions, quotes, and approvals is ready for audits.
• Raise purchase requisitions and orders for software, subscriptions, hardware, and related services with appropriate justifications and approvals.
• Coordinate obtaining supplier quotes and Statements of Work.
• Reconcile purchase orders upon receipt of goods or services.
• Assist with reconciling credit card and online software purchases.
• Collaborate with Finance to record asset numbers where needed.
• Work alongside application owners, Procurement, Finance, and IS teams to confirm software requirements.
• Provide licensing and usage data to support commercial negotiations and escalate licensing risks.
• Generate reports on upcoming renewals, license utilization, risks, and optimization opportunities.

Candidate Profile

We seek a highly organized, commercially savvy individual comfortable handling detailed licensing and procurement data. The ideal candidate has:

• Experience in software licensing, software asset management, IT procurement, finance administration, or similar roles.
• Proficiency managing software renewals, subscriptions, approval workflows, and purchase requisitions.
• Strong skills in reconciling procurement records and working confidently with data comparing entitlements, assignments, and actual software usage.
• Working knowledge of Microsoft Office, specifically Excel.
• Familiarity with procurement, IT Service Management (ITSM), Software Asset Management (SAM), or asset management systems.
• Understanding of common software licensing and subscription models.

Desired Soft Skills

• Attention to detail and commitment to accuracy.
• Commercial awareness and cost-conscious mindset.
• Ability to question assumptions and validate requirements before committing expenditures.
• Effective communication with vendors, internal stakeholders, and technical teams.
• Organizational skills to manage multiple deadlines and priorities.
• Sound judgment when facing unclear information or licensing terms.
• Pragmatic approach balancing process, risk, cost, and business continuity.

Additional Advantages

• Experience with Software Asset Management platforms like ServiceNow (SNOW).
• Knowledge of licensing models from major software vendors.
• Support experience in internal or vendor-led software audits.
• Understanding of diverse licensing metrics including subscription, user, device, processor-based, consumption, or enterprise models.
• Experience maintaining asset, entitlement, or contract data.
• Previous work in global or multi-entity organizations.
• Insight into IT hardware and software lifecycle procedures.

Why This Role Matters

This position uniquely offers full ownership of a critical process spanning multiple departments, mixing financial and technical insights. The role helps avoid missed renewals, unnecessary expenses, and licensing non-compliance by challenging renewal quantities with actual usage data and supporting strategic software decisions that align business needs with cost and risk mitigation.

Applications will be evaluated as received, with the role potentially filled prior to the closing date.