IT Procurement & Licensing Specialist

Position Summary:

The IT Procurement & Licensing Specialist is responsible for managing the end-to-end procurement, licensing, and vendor management lifecycle for software and hardware assets across the organization and its clients. This role ensures cost-effective purchasing, specializing in vendor negotiation, license compliance, contract optimization, and efficient management of IT assets, including software subscriptions and end-user hardware procurement of laptops and mobile devices.

Essential Duties & Responsibilities:

• Purchase, renew, and manage software licenses and subscriptions across the organization.
• Negotiate pricing, terms, and contract conditions for new software purchases and renewals.
• Maintain accurate records of software licenses, subscriptions, contracts, and renewal dates.
• Monitor software usage and license compliance through regular audits, proactively identify underutilized or unused licenses for cost reduction.
• Review contracts, licensing terms, and renewal notices to identify risks and cost-saving opportunities.
• Manage relationships with software and hardware vendors, resellers, and service providers.
• Primary point of contact for software and hardware vendor communications, escalations, and negotiations.
• Manage procurement of company-issued and client hardware, including:
  • Laptops and desktops.
  • Mobile phones.
  • iPads and tablets.
  • Other end-user devices.
• Maintain documentation and reporting related to licenses, contracts, vendors, and hardware assets.
• Consolidate vendors, standardize licensing, and reduce redundant tools and subscriptions.
• Develop, track, and manage IT procurement and licensing budgets for software, hardware, and subscriptions.
• Identify and implement cost-saving initiatives through license optimization, contract renegotiation, and vendor rationalization.
• Provide financial reporting on IT spend, savings realized, upcoming renewals, and budget forecasts.
• Review invoices and billing statements for accuracy, ensuring charges align with contracts, usage, and agreed pricing.
• Support internal and external audits related to software licensing and IT assets.

Qualifications/Competencies:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to allow individuals with disabilities to perform the essential functions.

Education, Experience & Technical Skills:

• Bachelor’s degree or proven work experience will be considered in lieu of degree.
• 3+ years of experience in IT procurement, software licensing, asset management, or vendor management.
• Strong understanding of software licensing models (subscription, SaaS, perpetual, user-based, device-based, etc.).
• Experience negotiating contracts, renewals, and pricing with vendors.
• Familiarity with hardware procurement and lifecycle management for end-user devices.
• Ability to manage multiple vendors, contracts, and renewal timelines simultaneously.
• Negotiation confidence - comfortable discussing pricing, terms, and renewals without being intimidated.

Soft Skills:

• Excellent communication and customer service skills required.
• Ability to work independently and as part of a team.
• Strong organizational, verbal, written and inter-group collaborative skills a must.
• Excellent verbal, written and analytical communication skills.
• Ability to prioritize issues and respond accordingly.
• Understands compliance, audit, and contractual risks and flags issues early.
• Self-motivated with the ability to take initiative and provide results.

Since 1997, Synergistix has driven the commercial success of Life Sciences companies by enabling them to build strong customer relationships and highly effective sales teams. In addition, Life Sciences companies turn to Synergistix for our sample accountability services and sample management support. As we continue to grow and diversify, we are proud to offer an extraordinary company culture with a variety of exciting opportunities and career paths for dedicated professionals. To learn more about Synergistix visit,