IS Licensing Administrator

About the Role

Join Gallagher Animal Management Chile as part of a collaborative global Information Systems team dedicated to optimizing software procurement, licensing, and renewal processes to minimize licensing risks, enhance visibility into software expenditures, prevent service interruptions, and ensure the organization pays only for necessary software.

Key Duties

• Oversee day-to-day administration of software licensing, renewals, procurement, and asset record management across multiple vendors and software products.
• Maintain precise documentation of software licenses, subscriptions, entitlements, agreements, and deployments.
• Manage the renewal pipeline proactively by initiating reviews well before license expiration.
• Validate assigned licenses against actual software usage prior to renewals.
• Detect inactive, unused, duplicated, or over-provisioned licenses and coordinate their reclamation, reallocation, or adjustment.
• Examine vendor communications regarding changes in license terms, metrics, pricing, or renewal conditions.
• Support software compliance audits by collecting and verifying necessary evidence and maintaining audit-ready renewal documentation.
• Enter and update licensing and entitlement data in ServiceNow (SNOW) and associated registers.
• Identify licensing gaps, expired agreements, or unmanaged software installations.
• Raise requisitions and purchase orders for software, subscriptions, hardware, and related services ensuring all procurements have adequate justification and approvals.
• Coordinate obtaining supplier quotes and Statements of Work and reconcile purchase orders once goods or services have been received.
• Collaborate with Finance to record asset numbers when applicable and assist with reconciling credit card and online software purchases.
• Partner with application owners, Procurement, Finance, and IS teams to validate requirements and provide licensing, entitlement, and usage data to aid commercial decisions.
• Escalate significant changes to licensing terms or compliance risks promptly.
• Compile reports on upcoming renewals, license utilization, risks, and opportunities for optimization.

What Sets This Position Apart

• Sole responsibility for a critical business process often dispersed among multiple teams.
• Integration of financial and technical information beyond simple order processing.
• Prevention of missed renewals, unnecessary spending, and licensing compliance exposure.
• Use of actual usage data to challenge renewal quantities rather than defaulting to prior purchases.
• Influence over software decisions balancing operational need, cost-efficiency, risk mitigation, and pragmatism.
• Opportunity to enhance processes through automation and Software Asset Management tools.

Ideal Candidate Profile

• Experienced in software licensing, asset management, IT procurement, finance administration, or similar fields.
• Skilled in managing software renewals, subscriptions, quote processing, and approval workflows.
• Proficient in creating requisitions, purchase orders, and reconciling procurement records.
• Adept with data analysis comparing entitlements, assignments, and actual usage.
• Strong command of Microsoft Office, particularly Excel.
• Familiarity with procurement, IT service management (ITSM), Software Asset Management (SAM), or asset management systems.
• Understanding of typical software licensing and subscription frameworks.

Desired Personal Attributes

• Exceptional attention to detail with a commitment to accuracy in record-keeping.
• Commercially savvy and cost-conscious mindset.
• Ability to critically evaluate assumptions and confirm requirements before committing expenditures.
• Capacity to identify and clearly communicate licensing or renewal risks.
• Strong communication skills for interactions with vendors, application owners, finance, and technical teams.
• Organized, proactive, and capable of managing multiple deadlines effectively.
• Sound judgement in situations with incomplete information or complex licensing terms.
• Pragmatic approach balancing process adherence, risk, cost control, and business continuity.

Additional Advantages

• Experience with Software Asset Management platforms such as ServiceNow (SNOW).
• Knowledge of licensing models from major software providers.
• Background in supporting internal or vendor software audits.
• Familiarity with various licensing metrics including subscription, user-based, device-based, processor, consumption, or enterprise licensing.
• Experience maintaining records of assets, entitlements, or contracts.
• Work experience in global or multi-entity organizations.
• Understanding of IT hardware and software lifecycle processes.