IS Licensing Administrator

At Gallagher, we're focused on helping our people do their best work through technology. You’ll be part of a supportive global IS team and have the opportunity to improve how software is procured, licensed and renewed across the organisation. Your work will help reduce licensing risk, improve visibility of software spend, prevent avoidable service disruption and ensure we only pay for what the business genuinely needs. The Opportunity We’re looking for an experienced IS Licensing Administrator to take ownership of the day-to-day administration of software licensing, renewals, procurement and software asset records across Gallagher. This is not simply a purchasing role. You’ll combine licensing administration, usage analysis, renewal coordination and procurement support to ensure our software is correctly licensed, aligned to actual business need, and managed in a way that balances cost, compliance risk and operational practicality. You’ll Be Responsible For You’ll manage software licensing and renewal activities across a broad range of vendors and products, including: Maintaining accurate records of software licences, subscriptions, entitlements, agreements and deployments Managing the software renewal pipeline and starting reviews well before expiry Validating assigned licences against actual usage before renewal Identifying licences that are unused, inactive, duplicated or over-provisioned Coordinating licence reclamation, reallocation, tier changes and quantity reductions Reviewing vendor communications for changes to licence metrics, terms, pricing or renewal conditions Supporting software compliance reviews and audits by gathering and validating evidence Maintaining licensing and entitlement records in SNOW and related registers Identifying potential licensing gaps, expired agreements or unmanaged installations Keeping renewal decisions, quotes, approvals and supporting documentation audit-ready You’ll Also Raise requisitions and purchase orders for software, subscriptions, hardware and related services Obtain and coordinate supplier quotes and Statements of Work Ensure purchasing requests include appropriate justification, approval and supporting evidence Reconcile purchase orders once goods or services are received Support reconciliation of credit card and online software purchases Liaise with Finance to obtain and record asset numbers where required Work with application owners, Procurement, Finance and IS teams to confirm requirements Provide licensing, entitlement and usage information to support commercial discussions Escalate material changes to licensing terms or compliance exposure Produce reporting on upcoming renewals, licence utilisation, risks and optimisation opportunities What Makes This Role Different You’ll have dedicated ownership of a business-critical process that is often spread across multiple teams You’ll work with both financial and technical information, rather than simply processing orders You’ll help prevent missed renewals, unnecessary expenditure and licensing exposure You’ll challenge renewal quantities using actual usage data instead of automatically renewing what was purchased last year You’ll support software decisions that balance business need, cost, risk and practicalityYou’ll have the opportunity to improve processes and make better use of automation and Software Asset Management tools The Fit We’re looking for someone who is highly organised, commercially aware and comfortable working with detailed licensing and procurement information. You’ll Ideally Have Experience in software licensing, software asset management, IT procurement, finance administration or a related role Experience managing software renewals, subscriptions, quotes and approval workflows Experience raising requisitions and purchase orders Experience reconciling procurement and purchasing records Confidence working with data to compare entitlements, assignments and actual usage Good working knowledge of Microsoft Office, particularly Excel Experience using procurement, ITSM, SAM or asset-management systems An understanding of common software licensing and subscription models Has strong attention to detail and takes pride in accurate records Is commercially aware and cost-conscious Is comfortable questioning assumptions and validating requirements before committing spend Can identify licensing or renewal risks and escalation them clearly Communicates effectively with vendors, application owners, Finance and technical teams Is organised, proactive and able to manage multiple deadlines Applies sound judgement when information is incomplete or licensing terms are unclear Takes a practical approach to balancing process, risk, cost and business continuity Bonus Points If You Have Experience with a Software Asset Management platform such as SNOW Knowledge of licensing models used by major software vendors Experience supporting internal or vendor software audits Familiarity with subscription, user, device, processor, consumption or enterprise licensing metrics Experience maintaining asset, entitlement or contract records Experience in a global or multi-entity organisation Understanding of IT hardware and software lifecycle processes If you're looking for a role where you can take ownership of software licensing, improve renewal and procurement processes, and make a measurable impact on cost and risk, we'd love to hear from you. #J-18808-Ljbffr