SaaS and Vendor Operations Analyst

Vibes•Chicago, IL

10d•$75,000 - $80,000

About The Position

Vibes is hiring a SaaS and Vendor Operations Analyst to manage how the company purchases, licenses, and supports its software and hardware. The role is part of a small, fast-moving GRC and vendor management team, where processes are still being built and the analyst will help shape them. The position reports to the Senior Program Manager. The analyst will manage software inventories, licenses, renewals, hardware procurement, vendor contracts, purchasing approvals, vendor risk assessment support, spending, and the connection between access, licenses, equipment, onboarding, and offboarding. Success means avoiding surprise renewals and inaccurate seat counts, producing measurable savings through seat recovery and stronger negotiations, and making procurement a helpful partner to internal teams.

Requirements

At least 2 years of experience in software asset management, IT procurement, or vendor management; experience at a SaaS-heavy company is preferred.
Experience managing renewals or negotiating pricing and terms, including familiarity with auto-renewals, notice periods, price caps, and true-ups.
Strong spreadsheet skills, including analyzing usage data, recovering seats, and modeling future spend.
Experience working with identity or SSO tools such as Okta, Google Workspace, or Microsoft Entra.
Detail-oriented, with the ability to identify savings and risks early and recommend solutions.
Professional and firm with vendors, and warm and responsive with colleagues.
Self-directed and adaptable, able to manage multiple workstreams and shifting priorities.
Honest and reliable, with a commitment to following through and treating people well.

Nice To Haves

Hardware lifecycle experience.
Ability to read a SOC 2 report and identify relevant information.
Experience with purchase orders, invoice matching, or RFPs.

Responsibilities

Maintain the application inventory and track who uses each application.
Manage software entitlements, true-ups, and seat recovery to reduce payment for unused software.
Maintain the renewal calendar and begin renewals early to support effective negotiations.
Own the workstation inventory and laptop procurement from purchase through retirement.
Support vendor negotiations on pricing and terms, and keep signed agreements organized and accessible.
Route purchases to the appropriate Vibes signatory for approval.
Draft vendor risk assessments and gather evidence for in-scope vendors and applications; GRC validates the assessments.
Track software and hardware spending against plan, flag problems early, and provide recommendations.
Coordinate access, licenses, and equipment with onboarding and offboarding so new hires are equipped and departures are handled cleanly.