IT Vendor and Contract Manager

Texas State Technical College•Waco, TX

About The Position

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. Working collaboratively with Information Technology, Procurement, Finance, vendors, and institutional stakeholders, this position ensures 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. The position serves as the primary operational resource for vendor administration, procurement coordination, software renewals, contract tracking, licensing compliance, invoice reconciliation, and operational reporting. Through strong organization, attention to detail, and cross-functional collaboration, the role supports efficient vendor management processes, accurate financial documentation, and effective stewardship of Information Technology resources.

Requirements

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.

Nice To Haves

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.
Relevant experience may be considered in lieu of a degree, except in cases where a specific degree is required to meet accreditation standards, licensure requirements, or other legislative or regulatory obligations. This includes, but is not limited to, certain faculty positions and staff roles governed by state or federal educational mandates.

Responsibilities

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.
Coordinates Information Technology purchasing activities by preparing, monitoring, and following purchase requisitions, purchase orders, software renewals, technology acquisitions, and vendor documentation.
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.