IT Vendor and Contract Manager

About the role

The IT Vendor and Contract Manager supports the operational lifecycle of Information Technology vendor relationships, software licensing, technology procurement, contract administration, billing reconciliation, and technology asset management. This position works collaboratively with Information Technology, Procurement, Finance, vendors, and institutional stakeholders to ensure technology-related purchases, software renewals, vendor agreements, and allocated technology assets are accurately coordinated, documented, and maintained in accordance with institutional policies and operational requirements.

Responsibilities

• Demonstrates TSTC's Core Values of Excellence, Accountability, Service, and Integrity with internal and external stakeholders, customers, students, vendors, and community members.
• Coordinates the operational administration of Information Technology vendor relationships by maintaining vendor records, software subscriptions, technology service agreements, licensing documentation, contract files, renewal schedules, and procurement records.
• Tracks contract terms, renewal requirements, vendor contacts, pricing, licensing information, and required action dates to support timely and compliant contract administration.
• Collaborates with Procurement, Finance, vendors, and institutional stakeholders to obtain quotations, statements of work, licensing documentation, contract amendments, and purchasing documentation while supporting invoice approvals, vendor payments, billing reconciliation, and accurate financial documentation.
• Maintains accurate inventories of software licenses, subscriptions, technology services, mobile devices, hotspots, and other allocated technology assets. Monitors licensing quantities, authorized users, service plans, technology assignments, vendor agreements, and cost allocations to support compliance, operational visibility, and effective technology lifecycle management.
• Serves as the primary operational point of contact for vendor-related coordination, including renewals, purchasing documentation, licensing, invoicing, service concerns, and contract administration. Supports vendor evaluations by maintaining documentation related to service quality, responsiveness, billing accuracy, contract compliance, and renewal activities while fostering productive working relationships with vendors and institutional partners.
• Develops, maintains, and distributes reports, inventories, dashboards, and operational documentation related to vendor contracts, software renewals, procurement activity, technology assets, purchasing status, and financial obligations. Maintains organized, audit-ready documentation supporting procurement reviews, compliance activities, budget planning, and operational reporting.
• Evaluates vendor administration, procurement coordination, contract tracking, documentation standards, billing reconciliation, and renewal processes to identify opportunities for operational improvement. Supports implementation of approved process enhancements that improve efficiency, documentation quality, financial accuracy, and consistency across Information Technology vendor management activities.

Requirements

• Minimum Qualifications: Associate's degree in Business, Information Technology, Finance, Procurement, Public Administration, or a related field. Three years of experience in vendor management, procurement support, contract administration, financial operations, Information Technology asset management, or a related operational support function. Experience supporting software renewals, vendor relationships, contract documentation, purchase requisitions, purchase orders, invoice reconciliation, and procurement activities. Experience maintaining operational records, tracking deadlines, reconciling financial information, and coordinating documentation across multiple stakeholders. Experience using Microsoft Excel, Google Sheets, ERP systems, procurement systems, or similar business applications to support purchasing, reporting, and operational administration. Strong organizational skills with the ability to manage multiple priorities, deadlines, and operational activities simultaneously. Excellent verbal and written communication skills with the ability to communicate effectively with vendors, technical staff, Finance, Procurement, leadership, and institutional stakeholders.
• Preferred Qualifications: Bachelor's degree in Business, Information Technology, Finance, Procurement, Supply Chain Management, Public Administration, or a related field. Experience working within Information Technology, higher education, state government, or another regulated procurement environment. Experience supporting software asset management, technology lifecycle administration, vendor performance monitoring, or contract administration. Experience utilizing ERP systems, procurement platforms, financial systems, or Information Technology service management platforms. Working knowledge of software licensing models, subscription renewals, cloud-based services, maintenance agreements, and technology procurement practices.

Qualifications

• Education: Associate's degree in Business, Information Technology, Finance, Procurement, Public Administration, or a related field. Three years of experience in vendor management, procurement support, contract administration, financial operations, Information Technology asset management, or a related operational support function.
• Experience: Experience supporting software renewals, vendor relationships, contract documentation, purchase requisitions, purchase orders, invoice reconciliation, and procurement activities. Experience maintaining operational records, tracking deadlines, reconciling financial information, and coordinating documentation across multiple stakeholders. Experience using Microsoft Excel, Google Sheets, ERP systems, procurement systems, or similar business applications to support purchasing, reporting, and operational administration. Strong organizational skills with the ability to manage multiple priorities, deadlines, and operational activities simultaneously. Experience working within Information Technology, higher education, state government, or another regulated procurement environment. Experience utilizing ERP systems, procurement platforms, financial systems, or Information Technology service management platforms. Working knowledge of software licensing models, subscription renewals, cloud-based services, maintenance agreements, and technology procurement practices.

Skills & Abilities

• Ability to coordinate multiple vendor relationships, procurement activities, software renewals, and contract administration responsibilities simultaneously.
• Ability to interpret purchasing documentation, vendor agreements, licensing information, invoices, and financial records.
• Ability to prepare operational reports, dashboards, inventories, and documentation supporting technology procurement and vendor management activities.
• Ability to identify billing discrepancies, reconcile financial information, and coordinate issue resolution with vendors and institutional stakeholders.
• Ability to communicate effectively with technical and non-technical stakeholders through written and verbal communication.
• Ability to maintain organized, accurate, and audit-ready operational records supporting procurement, contract administration, and technology asset management.
• Ability to identify opportunities for process improvement and support implementation of operational enhancements.

Core Competencies

• Vendor & Cost Management: Supports effective vendor partnerships by identifying opportunities to improve value, reduce technology costs, optimize software licensing, eliminate redundant solutions, and maximize institutional investment in technology resources. Provides cost information, licensing data, and vendor documentation to support purchasing and renewal decisions.
• Vendor Relationship Management: Builds and maintains productive vendor relationships by communicating clearly, following up consistently, and supporting timely resolution of procurement, billing, licensing, and service-related issues. Participates in vendor renewal and pricing discussions in partnership with Procurement and Information Technology leadership by researching market pricing, licensing models, and purchasing alternatives that support informed decision-making.
• Procurement Coordination: Applies knowledge of purchasing procedures, requisition workflows, approval requirements, and procurement documentation to support timely, compliant acquisition of technology products and services. Coordinates purchasing activities with internal stakeholders and external vendors to ensure efficient execution of procurement processes.
• Contract & Renewal Management: Maintains organized and accurate records of software renewals, contract terms, vendor commitments, pricing, licensing information, renewal timelines, and required actions. Monitors contract milestones and supports timely renewals while maintaining compliance with institutional requirements.
• Financial Accuracy: Maintains a high level of accuracy when tracking financial obligations, purchase orders, invoices, billing discrepancies, and technology cost allocations. Reconciles financial documentation and supports accurate reporting of Information Technology expenditures.
• Documentation: Creates, maintains, and organizes procurement records, vendor documentation, licensing information, purchasing files, and operational records that support compliance, transparency, audit readiness, and continuity of Information Technology vendor management processes.
• Communication: Communicates clearly and professionally with vendors, Information Technology staff, Procurement, Finance, leadership, and institutional stakeholders. Provides timely updates regarding purchasing activities, contract renewals, licensing requirements, documentation needs, and vendor-related issues.
• Accountability: Accepts ownership of assigned vendor management, procurement coordination, contract administration, and reporting responsibilities. Demonstrates reliability, attention to detail, and consistent follow-through while ensuring work is completed accurately and within established timelines.
• Responsiveness: Responds promptly to vendor inquiries, procurement requests, renewal activities, billing concerns, documentation requests, and operational issues. Maintains effective communication while supporting timely resolution of vendor and purchasing matters.
• Problem Solving: Identifies discrepancies, incomplete documentation, delayed approvals, billing concerns, procurement issues, and vendor-related challenges. Works collaboratively with vendors and institutional stakeholders to research issues, recommend solutions, and support timely resolution.
• Security Awareness: Maintains confidentiality and security of vendor, financial, licensing, contract, and institutional information. Applies appropriate safeguards and follows institutional policies governing data protection, software licensing compliance, and information security.
• Quality Control: Reviews vendor documentation, invoices, purchase requisitions, purchase orders, software licensing records, technology asset inventories, and renewal information to ensure accuracy, completeness, and compliance before processing, approval, or reporting.