The posting
We are looking for a highly organized and detail-oriented Software Vendor Management Specialist to manage the day-to-day administration and tracking of our software vendors. You'll keep vendor records, contracts, renewals, required reviews, and other important documentation accurate and on track while coordinating with vendors and teams across the organization.
This role is ideal for someone who enjoys creating order, keeping track of details, and making sure nothing falls through the cracks. You don't need a technical IT background, but you should be comfortable working with software vendors, financial information, established processes, and multiple deadlines at once.
Work Location: Hybrid role based out of our Eugene, Oregon office.
What You'll Do
- Maintain accurate records of software vendors, contracts, renewal dates, costs, and supporting documentation.
- Track contract and renewal timelines and coordinate with vendors and internal software owners to keep required activities on schedule.
- Monitor required IT security reviews for new and renewing software vendors, ensuring reviews are initiated, documented, and completed through the appropriate IT process.
- Coordinate and track vendor audits, including required documentation, security requirements, identified risks, outstanding items, and completion status.
- Serve as a primary point of contact for routine vendor communication, documentation requests, and follow-up.
- Track applicable service-level agreements (SLAs) and key performance indicators (KPIs), identify potential concerns, and escalate issues when appropriate.
- Proactively follow up with vendors and internal stakeholders on outstanding documentation, approvals, security reviews, renewals, and other open items.
- Run and review Sage reports and company credit card activity to identify and track software-related spending.
- Research unidentified, miscoded, or unexpected software expenditures and work with internal teams to resolve discrepancies.
- Identify software purchases that may have occurred outside established IT processes and coordinate appropriate follow-up.
- Maintain complete and organized vendor records and documentation in accordance with established processes.
- Provide administrative tracking support for software deployment, single sign-on (SSO), and other IT-related initiatives as assigned.
Requirements
- 2+ years of experience in vendor administration, contract administration, purchasing, accounting/financial administration, or another detail-oriented administrative role involving recordkeeping, tracking, and follow-up.
- Associate degree, relevant coursework, or comparable experience in Business Administration, Accounting, Finance, or a related field; bachelor's degree preferred.
- Strong attention to detail and a demonstrated ability to maintain accurate records.
- Strong organization and follow-through, with the ability to manage multiple deadlines, vendors, and open items at the same time.
- Working knowledge of basic accounting concepts, including general ledger (GL) codes and expense classification.
- Experience reviewing or researching expenses, invoices, credit card activity, financial transactions, or similar records.
- Strong written and verbal communication skills and the ability to work effectively with vendors and internal teams.
- Proficiency with Microsoft Excel and standard business productivity tools.
- Ability to learn and consistently follow established processes and documentation requirements
Nice to Have
- Experience with Sage or similar accounting software.
- Experience supporting software/SaaS vendors, contracts, renewals, or vendor audits.
- Familiarity with service-level agreements (SLAs) and key performance indicators (KPIs).
- Familiarity with software vendor security-review or approval processes.
- General familiarity with software and common IT terminology.
Benefits
- Hybrid Work: After completing onsite onboarding and training, transition to a hybrid schedule with approximately 2–3 days per week in our Eugene office.
- Generous PTO: Recharge when you need to. We support work-life balance.
- Career Growth: Unlimited access to our Learning & Development library, including HSI’s own LMS content.
- Well-Being First: Comprehensive medical, dental, vision, and mental health coverage.
- Secure Your Future: Generous $1:$1 401(k) company match to help you invest in your future.
- Compensation: This position has an annual salary range of $55,000–$65,000. Placement within the range will depend on experience, qualifications, and other business considerations.
