Compliance Specialist

Business Operations Administrator (Accounting)

• Work Hours: Standard 8 AM – 5 PM.

Experience & Skills

• Required Experience: Minimum 3 years in IT asset or license management.

• Must-Have Skills:

1. Strong organizational skills for maintaining documentation.

2. Solid understanding of accounting principles.

3. Deep knowledge of software licensing models (subscription, perpetual, concurrent).

4. Proficiency in Excel and data analysis for tracking/reporting.

• Nice-to-Have Skills:

• ITIL or SAM certification.

• Familiarity with enterprise software vendors (Microsoft, Adobe, Oracle, Autodesk).

• Experience with compliance frameworks and audit processes.

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Team Structure & Collaboration

• The role is primarily individual, but the team operates in a collaborative and supportive manner.

• Team members back each other up and share updates.

• Work may transition between team members depending on roles and responsibilities.

• The role may also involve interactions with cross-functional teams, especially when projects span multiple areas.

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Performance Measurement

• Initial success metrics will be project-based.

• Milestones within each project will serve as checkpoints.

• Completion of projects and milestones will be the primary indicators of success.

• Collaboration with both individual contributors and cross-functional teams will be part of achieving these goals.

Job Summary

The Business Operations Administrator is responsible for reviewing contracts, process management improvements, reporting, regional support and managing and optimizing the organization’s software licensing portfolio. This role ensures compliance with vendor agreements, minimizes licensing costs, and supports internal teams with license provisioning and tracking. The ideal candidate will have strong analytical skills, attention to detail, and a deep understanding of operational processes, software licensing models and asset management practices.

Key Responsibilities

License Management & Compliance

o Maintain an accurate inventory of software licenses across the organization.

o Monitor usage to ensure compliance with licensing agreements and avoid overuse or underutilization.

o Conduct regular audits and prepare reports for internal stakeholders and external vendors.

Procurement & Renewals

• Coordinate with procurement and vendors to acquire new licenses and renew existing ones.

• Track expiration dates and initiate timely renewals to prevent service disruptions.

• Evaluate cost-effective (supplier) licensing options and recommend changes when appropriate.

Support & Provisioning

• Assist IT support teams in provisioning software licenses to end users.

• Respond to license-related inquiries and troubleshoot access or activation issues.

• Maintain documentation for license allocation and user entitlements.

Vendor & Stakeholder Collaboration

• Liaise with software vendors to understand licensing terms and negotiate contracts.

• Collaborate with finance and legal teams to ensure alignment with budget and compliance policies.

• Provide training and guidance to internal teams on software usage policies

Regional Support

• Support GEOs in contract entry to ensure proper revenue and cost allocation.

• Responds to escalated order processing issues which require collaboration across multiple teams and GEO’s.

• Ensures timely development of accurate reports and analysis to support corporate goals and strategies.

Required Skills & Qualifications

Bachelor’s degree in information technology, Business Administration, or related field.

• 3 years of experience in IT asset or license management.

• Strong understanding of software licensing models (e.g., subscription, perpetual, concurrent).

• Experience with SaaS requirements

• Proficiency in Excel and data analysis for tracking and reporting.

• Excellent communication and negotiation skills.

• Detail-oriented with strong organizational and problem-solving abilities.

• Solid understanding of Accounting principles

Preferred Qualifications

• ITIL or SAM certification.

• Familiarity with enterprise software vendors (e.g., Microsoft, Adobe, Oracle, Autodesk).

• Experience with compliance frameworks and audit processes.